Executive Administrative Assistant

About the Role

We are seeking a proactive Executive Administrative Assistant based in London, supporting office administration and personal assistance primarily across our Mayfair office and Regents Park residence. This role is critical in maintaining smooth office operations and providing comprehensive support across administrative, HR, and personal assistance functions.

Key Responsibilities

• Ensure the office environment is consistently organized, functional, and visually presentable.
• Manage IT infrastructure including Wi-Fi, printers, and conferencing tools, alongside office supplies and vendor services coordination.
• Handle courier and post operations, and assist in organizing team events and meetings.
• Maintain inventories for IT equipment and other assets.
• Ensure compliance with health & safety and fire safety regulations.
• Serve as the point of contact for employee and administrative inquiries for the London office.
• Coordinate employee engagement activities, including regular cross-geographic connects and communications.
• Collaborate with the India HR team to support local HR needs and training coordination across various teams.
• Support onboarding processes for London hires and visiting staff by ensuring workspace readiness and managing induction documentation.
• Prepare HR-related reports and data dashboards covering metrics such as headcount and attrition.
• Assist with presentation and report preparation and maintain organized documentation repositories.
• Provide personal assistance such as diary management, travel and visa logistics, event bookings, ad-hoc errands, and expense management.
• Liaise with building management and external vendors regarding maintenance, repairs, servicing, and vendor supervision at the site.
• Track and report on budgeting aspects including utility bills, maintenance costs, vendor payments, and invoices.

Candidate Profile and Skills

• Minimum 1-2 years of experience in office administration, coordination, or personal assistant roles supporting senior stakeholders.
• Experience working in high-trust or confidential settings such as family offices or HNIs is advantageous.
• Strong organizational, prioritization, and multitasking capabilities with meticulous attention to detail.
• Excellent vendor management skills and operational discipline.
• Effective verbal and written communication skills.
• Proficiency in Microsoft Office applications, particularly Excel and PowerPoint.
• Competence in basic data management and reporting.

Additional Requirements

• Valid passport and a clean UK driving license with willingness to travel locally when necessary.
• Legal eligibility to work in the UK.
• Flexibility to provide on-call and beyond-normal-hours support as required.

Working Conditions

• Location: Mayfair office and Regents Park residence, London.
• Work schedule: Monday to Friday, 9:00 AM to 6:00 PM, with flexibility and on-call availability as needed.
• Contract role with compensation up to £150 per day.
• Immediate start date preferred.