We're looking for a bright, professional and energetic team assistant to join us in our new offices in Holborn, London.
You'll be responsible for:
Office Management
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Take full ownership of the day-to-day running of the London office, ensuring a professional, efficient, and well-maintained working environment.
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Manage office suppliers, service providers, and contracts, ensuring value for money, high quality, and continuity of service.
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Deliver a positive workplace experience by coordinating office initiatives, managing supplies, and responding to employee needs.
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Passionate about creating a welcoming, comfortable, and engaging environment for employees and visitors
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Coordinate office-based onboarding for new starters, ensuring a smooth, organised, and welcoming first-day experience,
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Provide a professional and welcoming front-of-house presence.
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Oversee phone contract management and device log
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Take responsibility for all meeting rooms - ensuring they are clean, tidy and reset after use, with equipment functioning correctly and ready for the next meeting
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Oversee AV and technology setup across meeting rooms, including screens, conferencing equipment, video call systems and room booking tools - proactively checking these are operational and troubleshooting minor issues as they arise
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Conduct regular inspections and floor walks to ensure visual and operational compliance, proactively identifying and resolving issues, liaising with our landlord who owns hard facilities services
Team Assistance
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Support the EA in managing fast-paced diaries across the group's Executive Leadership Team, coordinating scheduling priorities and flagging conflicts proactively
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Prepare meeting agendas, documents and briefing materials; using AI tools to take accurate and confidential notes and track actions through to completion
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Coordinate 1:1s, team meetings and wider business meetings via teams, zoom & in person
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Set up board and in-person meetings, including room preparation, AV setup, refreshments and ensuring a professional environment for all attendees
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Assist with the coordination of domestic and international travel, including flights, accommodation and itineraries, working to briefs set by the EA
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Provide comprehensive administrative support including expense collation, invoice processing and document preparation
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Maintain accurate and well-organised filing systems, records and documentation
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Run occasional errands in support of the executive team and office operations as needed
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Support the EA on the logistics of company events, offsites, socials and conferences - including venue research, supplier liaison and attendee coordination
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Provide ad hoc administrative support to the wider London team as needed
Requirements
About you:
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Highly organised with the ability to manage multiple priorities simultaneously, remaining effective under competing demands
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Happy to spend the majority of your working time in the office offering on the ground support, with occasional working from home where possible
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Exceptional attention to detail and accuracy across all tasks
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Flexible and collaborative, with a willingness to support both executive and wider team needs
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Confident in building strong working relationships across all levels, with a visible and approachable presence in the office and a friendly and positive demeanour
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Excellent written and verbal communication skills, with a high level of professionalism
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Able to handle sensitive and confidential information with discretion and integrity
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Proactive and forward-thinking, with the ability to anticipate needs and take initiative in a fast-paced environment
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Calm, adaptable and solutions-focused under pressure
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Strong experience using Microsoft Office (Outlook, Word, PowerPoint, Excel) and collaboration tools (e.g. Teams, Slack).
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Ability to manage multiple priorities with a high level of autonomy and minimal supervision.
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Strong understanding of how to operate effectively in a professional, corporate environment
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Positive, flexible attitude with team first mindset
Benefits
We offer a great package of benefits: you'll benefit from Vitality private medical insurance (for any health issues, but also the all important 50% off Virgin Active, Pure Gym or Nuffield, plus Itsu and Caffe Nero discounts and freebies), life assurance cover, 25 days annual leave plus bank holidays, a volunteering day, access to lots of training and learning support, and a fun and friendly working environment.
