London, England, United Kingdom · On-site
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Skills: Office management, Operations coordination, Executive support, Google Workspace, Vendor management
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The Office & Operations Coordinator will manage daily studio operations, including front-of-house hospitality, vendor relations, and health and safety compliance. Additionally, the role provides executive support to leadership and coordinates internal culture initiatives and team logistics.
The ideal candidate has experience in a dual office or HR support role, preferably within a creative agency or fast-paced digital environment. Strong proficiency in Google Workspace and excellent organizational and communication skills are required.
We are looking for an Office & Operations Coordinator supporting our EMEA team on a part-time basis. You will be the operational heartbeat of Toaster's EMEA studio. This role balances studio operations, IT and freelancer onboarding logistics, trusted executive support, and the activation of our global agency culture. You are a master of logistics, a proactive problem-solver, and a confident host who ensures our physical environment inspires our team, our technology runs smoothly, and our leadership stays seamless.
What you’ll be doing
Studio Operations & Office Management
Front of House & Hospitality: Act as the welcoming face of Toaster, delivering a premium reception experience for internal teams, clients, and visitors.
Workspace Excellence: Oversee daily office operations, maintaining high standards of organisation, cleanliness, and layout across meeting rooms, collaboration zones, and communal spaces.
Vendor & Supplier Management: Manage relationships, contracts, and inventories with external partners (catering, cleaning, utilities, and office supplies).
Health, Safety & Facilities: Act as the designated Health & Safety officer, ensuring compliance with building maintenance, fire warden/first aid training logs, and risk assessments, and that they are up to date.
IT Operations & Freelance Onboarding
IT & Equipment Management: Oversee studio hardware, manage IT equipment inventories (laptops, monitors, accessories), and handle basic troubleshooting on our Google Workspace account.
Freelancer & Team Logistics: Coordinate onboarding and offboarding logistics for freelance creatives, strategists, producers and tech developers, ensuring the relevant paperwork is completed, tech provisioning, and system access.
Talent Logistics Support: Assist hiring managers with scheduling candidate interviews and booking rooms.
Culture Champion
Culture Initiatives: Coordinate and champion Toaster’s signature internal programs, including:
TERA: Administer and drive the "Employee of the Quarter" nomination and reward process.
Toaster Talks & Global Syncs: Manage logistics, scheduling, AV/tech setups, and coordination for global cross-studio alignments and internal inspirational presentations.
Internal Communications: Gather content, write, and distribute regular agency newsletters to keep our global teams connected, informed, and inspired.
Event Orchestration: Plan and execute internal social events, team-building activities, summer/winter parties, and studio milestone celebrations.
Executive PA Support
Leadership Assistance: Provide high-quality, proactive PA support to the CEO, Creative Chair, and Managing Director.
Calendar & Meeting Management: Manage complex calendars, schedule high-priority internal and client meetings, and resolve scheduling conflicts across multiple time zones.
Travel Coordination: Organise seamless international and domestic travel itineraries, accommodation, and transport logistics for leadership.
Administrative Discretion: Draft correspondence, prepare meeting agendas, track action items, and handle confidential executive matters with complete discretion.
What you’re like
Detail & Precision: Highly detail-oriented. You take pride in absolute accuracy, whether you are managing IT hardware inventories, formatting internal comms, or booking complex travel itineraries.
Communication & Presence: Naturally people-oriented and a confident communicator. A warm, empathetic professional who brings creative energy to company culture and absolute poise to front-of-house and executive support.
Work Ethic & Pace: A self-starter with a drive to make things happen at pace. You have a "no task too big or small" attitude and genuinely enjoy operational problem-solving in a fast-moving agency setting.
The Tech Stack: Tech-savvy and proficient with modern workspace tools, particularly Google Workspace (Docs, Sheets, Slides, Calendar), and basic IT/asset management tools.
Discretion & Judgment: Exceptional emotional intelligence. You handle sensitive executive details and studio challenges with total confidentiality and sound judgment.
Organisation & Agility: A natural organiser who can seamlessly switch gears from troubleshooting an AV issue or booking a flight to coordinating a company-wide event.
What you’ll bring
Experience in a dual office/HR support role, ideally within a creative agency, tech startup, or fast-paced digital environment.
Experience or interest in supporting international/US teams is a major plus.
Benefits
25 days annual leave
Private Health Insurance
Pension scheme
Training budget
Eye tests
The Agency
Toaster is an award-winning independent product marketing agency built for the digital age. Born in London and now powered by a global collective in San Francisco and New Delhi, we’ve spent over a decade partnering with the world’s most ambitious brands, including Google, Samsung, and YouTube, to turn "what if" into "what’s next."
We don’t just hire for skill; we hire for perspective. We believe that a team reflecting the world’s diversity is our greatest creative engine. Here, you’re encouraged to push boundaries, challenge the status quo, and most importantly, be yourself.
Ready to build something iconic? We’re looking for unique talents from all walks of life. If you need any accommodations during the application process, our People team is here to help.
Toaster is an international creative agency specialising in product marketing.
We drive connections between products and people. Toaster is an international creative agency specializing in product marketing. We work at the intersection of creativity, culture and technology, to drive human connections with the world’s leading products. With teams across EMEA, INSEA and the US, we partner with leading tech brands to help them stay ahead, including Google, Netflix, YouTube, Samsung, Verily, Tinder and Flexport. Marketing a product? Our DMs are open (or drop us a line at [email protected]).
Offices: 10-12 Grape Street, London, WC2H 8DY, GB · 589 Howard Street, San Francisco, CA 94105, US · Google Gurgaon, Unitech Signature Tower-II, Tower-B, Sector-15, Part-II, Village Silokhera, Gurgaon, Haryana 122001, Haryana 122001, IN
Toaster is an international creative agency specialising in product marketing.
We drive connections between products and people. Toaster is an international creative agency specializing in product marketing. We work at the intersection of creativity, culture and technology, to drive human connections with the world’s leading products. With teams across EMEA, INSEA and the US, we partner with leading tech brands to help them stay ahead, including Google, Netflix, YouTube, Samsung, Verily, Tinder and Flexport. Marketing a product? Our DMs are open (or drop us a line at [email protected]).
Offices: 10-12 Grape Street, London, WC2H 8DY, GB · 589 Howard Street, San Francisco, CA 94105, US · Google Gurgaon, Unitech Signature Tower-II, Tower-B, Sector-15, Part-II, Village Silokhera, Gurgaon, Haryana 122001, Haryana 122001, IN
