Office & Executive Assistant

JOB DESCRIPTION:

We're looking to hire a highly organised and proactive Office & Executive Assistant to join our fast-growing and innovating firm at London office!

The successful candidate will be supporting the leadership team, by ensuring the smooth running of the office. This is a key role combining executive support with office management responsibilities, ideal for someone who thrives in a dynamic, fast-paced environment!

Provide comprehensive administrative support to the CEO and COO, including diary management, meeting scheduling, and preparation of materials.

Coordinate travel arrangements (including booking flights, accommodation, and ground transportation).

Act as the first point of contact for internal and external enquiries, ensuring prompt and professional communication.

Handle incoming and outgoing mail, couriers and deliveries.

Organise client meetings (including making restaurant reservations and managing other hospitality arrangements, arranging corporate gifts to clients).

Assisting with office needs, ensuring a well-organised and efficient working environment (including liaising with the building management company for any required repairs, managing access cards and keys and coordinating office maintenance needs, ensuring timely submission of electricity meter readings, maintaining communication with all office service providers, handling all related invoices and ensuring their timely processing by the finance department.

Maintain office supplies, equipment, and vendor relationships.

Support the organisation and delivery of internal events, team activities, and celebrations.

Ensure compliance with health and safety procedures in the office.

Work with the finance department to track office-related expenditure, prepare weekly/monthly office budget reports, and process travel expense reconciliations.

Support the legal department in preparing document packages, arranging signatures, and coordinating notarisation and apostille services, if required.

Assist with the onboarding of new employees and answer to employee queries when needed.

Assist team members with ad-hoc requests, ensuring timely and accurate completion of tasks.

Provide administrative and operational assistance to other companies under the same UBO as required.

PERSON SPECIFICATION:

At least 2 years' previous experience in a related Office Manager/ PA to CEO/ Executive Assistant role

Proven related experience in managing daily office functions, including facilities management, supplies, and H&S compliance.

Proactiveness and high level of professionalism, reliability and discretion.

Ability to handle sensitive documents and confidential information discreetly.

Excellent organisational and prioritization skills

Flexibility, adaptability, and ability to manage competing demands.

Strong attention to detail and accuracy.

Positive, approachable, and service-oriented attitude.

Previous experience with budget tracking and expense management is proffered.

Proficiency in document preparation, record-keeping, and supporting legal/finance functions.

Excellent written and verbal communication skills; professional telephone and email etiquette.

Strong relationship management with service providers, contractors, and partners.

Ability to proactively resolve office issues (maintenance, repairs, supply shortages).

Ability to organise internal events, client meetings and hospitality arrangements.

WHAT WE OFFER:

🚀Competitive Remuneration Package and discretionary annual performance-based bonuses

🚀Private Medical Insurance

🚀Pension Plan

🚀Mental & Physical Health Allowance

🚀1 day Work From Home/week

🚀Referral Bonus

🚀Cycle to Work Scheme

🚀Life Assurance

🚀Dynamic career growth in a fast-growing global company