Team Assistant and Office Manager

About the Role

We are seeking a dynamic and professional team assistant to oversee office management and provide executive support at our new Holborn, London office. This role involves managing daily office operations, enhancing the workplace atmosphere, and supporting the Executive Leadership Team with administrative and logistical duties.

Key Responsibilities

• Fully manage the daily operations of the London office to maintain a professional, efficient, and orderly environment.
• Oversee relationships with office suppliers and service providers, ensuring cost-effectiveness and continuity.
• Create a positive and welcoming experience for employees and visitors by organising office initiatives and managing resources.
• Coordinate smooth onboarding processes for new employees to ensure a well-organised and friendly first-day experience.
• Serve as a professional front-of-house representative welcoming all visitors.
• Manage phone contracts and devices.
• Maintain meeting rooms, ensuring cleanliness, readiness, and proper functioning of equipment.
• Handle technical setup and troubleshooting for AV, conferencing tools, and room booking systems in meeting spaces.
• Perform regular inspections for compliance and liaise with the landlord regarding facility management.
• Assist the Executive Assistant in managing complex diaries for the leadership team, prioritising scheduling, and anticipating conflicts.
• Prepare meeting documentation and agendas, utilize AI tools for note-taking and task tracking.
• Organise virtual and in-person meetings, including board meetings with all necessary logistics and refreshments.
• Coordinate domestic and international travel arrangements according to executive briefs.
• Provide comprehensive administrative support including expense management, invoice processing, and document preparation.
• Maintain accurate record-keeping and filing systems.
• Carry out errands to support the executive team and office functions when required.
• Help with planning company events, offsites, socials, and conferences by researching venues, liaising with suppliers, and coordinating attendees.
• Provide additional administrative assistance to the wider London team as needed.

Candidate Profile

• Excellent organisational skills with the ability to juggle multiple tasks effectively under pressure.
• Comfortable working primarily onsite with occasional remote working opportunities.
• Strong attention to detail and precision in all duties.
• Flexible, collaborative, and prepared to support both executives and wider team members.
• Capable of building positive relationships across all levels with an approachable and professional demeanor.
• Outstanding written and verbal communication abilities with high professionalism.
• Trustworthy with the ability to handle confidential information discreetly.
• Proactive mindset, anticipating needs and taking initiative in a fast-moving environment.
• Calm and solution-focused when under pressure.
• Proficient with Microsoft Office suite (Outlook, Word, PowerPoint, Excel) and collaboration platforms such as Teams and Slack.
• Autonomous in managing priorities with minimal supervision.
• Experienced in thriving within a professional corporate setting.
• Positive attitude and team-oriented approach.

Benefits

• Access to Vitality private medical insurance covering health needs and discounts on fitness memberships like Virgin Active, Pure Gym, and Nuffield.
• Perks including discounts and freebies at Itsu and Caffe Nero.
• Life assurance coverage.
• 25 days of annual leave plus bank holidays, with an additional volunteering day.
• Opportunities for training and learning support.
• A friendly and enjoyable working atmosphere.