Office & Operations Coordinator

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.

• 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 & 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 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.

• 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.

• 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  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…