Administrative Assistant

Precisely; Greater London; On-site; GBP 28,000 - 38,000; Full time

Job summary

Precisely is seeking an experienced Administrative Assistant to provide professional support to senior leaders, manage calendars, travel, expenses and meetings, and ensure daily operations run smoothly in our London office. You will coordinate facilities tasks, supplies, mail, and events with discretion and teamwork.

The role requires 3–5 years in administration, strong Microsoft Office skills, and a proactive, customer‑service oriented mindset.

Qualifications

• High school diploma or equivalent is required.
• At least 3-5 years of experience in administration, facilities management or a related field.
• Working knowledge of building systems, equipment, and maintenance procedures.
• Proficient in Microsoft Office and other computer applications.
• Excellent communication, organizational, and problem-solving skills.
• Ability to work independently and as part of a team.

Responsibilities

• Maintain senior leader calendars, schedule meetings, and manage conflicts.
• Coordinate internal and external meetings with details, links, locations and materials.
• Prepare meeting logistics including rooms, video links, and catering.
• Handle travel arrangements and expense reports with proper documentation.
• Serve as a professional contact and coordinate with internal and external stakeholders.
• Perform routine inspections and maintenance of building and equipment.
• Order and manage office supplies and maintain inventory records.
• Manage access card system and security logs in collaboration with facilities.
• Receive and sort mail and packages; process POs, invoices, and payments.
• Support events, meetings, and trainings with logistics and coordination.
• Provide excellent customer service to staff, vendors, and visitors.
• Ensure health and safety compliance with Facilities Manager and HR Business Partner.

Skills

Communication

Organization

Problem solving

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Application and Interview Impersonation Notice: Impersonating another individual when applying for employment, and/or participating in an interview process to assist another individual in obtaining employment, with Precisely Software Incorporated (“Precisely”) is unlawful. If Precisely identifies such fraudulent conduct, then as applicable and to the extent permitted by law, the application will be rejected, an offer (if made) will be rescinded, or the employment will be terminated, and legal action may be taken against the impersonators.

Precisely is the leader in data integrity. We empower businesses to make more confident decisions based on trusted data through a unique combination of software, data enrichment products and strategic services. What does this mean to you? For starters, it means joining a company focused on delivering outstanding innovation and support that helps customers increase revenue, lower costs and reduce risk. In fact, Precisely powers better decisions for more than 12,000 global organizations, including 95 of the Fortune 100. Precisely's 2500 employees are unified by four company core values that are central to who we are and how we operate: Openness, Determination, Individuality, and Collaboration. We are committed to career development for our employees and offer opportunities for growth, learning and building community. With a "work from anywhere" culture, we celebrate diversity in a distributed environment with a presence in 30 countries as well as 20 offices in over 5 continents. Learn more about why it's an exciting time to join Precisely!

Precisely is an AI-first organization. All employees are expected to demonstrate proficiency in applying AI tools to accelerate their work, improve output quality, and eliminate low-value tasks. Candidates should be comfortable using generative AI tools (e.g., Microsoft Copilot, ChatGPT) in their day-to-day workflows, able to evaluate AI-generated outputs critically, and open to continuously adopting new AI capabilities as they emerge.

Overview

The Administrative Assistant provides professional administrative support to senior leaders by maintaining calendars, coordinating travel, processing expenses, preparing meeting logistics and helping ensure daily operations are organized, timely and efficiently. Candidate needs to be in the Liverpool Street, London office 3 days a week to be the point of contact.

What you will do

• Calendar & Scheduling Support
  • Maintain the senior leader’s calendar, including scheduling meetings, updating appointments, and resolving scheduling conflicts.
  • Coordinate internal and external meetings, ensuring participants have accurate details, meeting links, locations, and materials as needed.
  • Monitor calendar changes and help prioritize time effectively to support the leader’s daily and weekly commitments.
• Meeting & Administrative Support
  • Prepare meeting logistics, including agendas, conference rooms, video links, materials, catering, and other meeting needs.
  • Assist with follow-up items, reminders, and coordination to help ensure tasks and commitments are completed on time.
  • Provide general administrative support, including document preparation, data entry, filing, reporting, and special projects as assigned.
• Travel Coordination
  • Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, meeting details, and itineraries.
  • Monitor travel changes and assist with updates, cancellations, or adjustments to support smooth travel experiences.
  • Ensure travel plans are completed accurately and in accordance with company policies and budget guidelines.
• Expense Management
  • Prepare, submit, and track expense reports for the senior leader accurately and in a timely manner.
  • Collect and organize receipts, reconcile charges, confirm business purposes, and ensure proper documentation are attached.
  • Follow up on outstanding expenses and support compliance with company expense policies.
• Communication & Coordination
  • Serve as a professional point of contact for the senior leader, responding to requests and coordinating information with discretion and confidentiality.
  • Partner with internal teams, external contacts, and administrative colleagues to support priorities and ensure timely communication.
  • Maintain organized records, track information, and support administrative processes that help the leader and team operate effectively.
• Perform routine inspections and maintenance of the building, equipment, and furniture, and coordinate repairs and replacements as needed.
• Order, stock, and distribute office supplies, stationery, and equipment, and maintain inventory records.
• Work with the building management to manage the access card system, issue and deactivate cards, and monitor security logs.
• Receive, sort, and distribute incoming and outgoing mail, packages, and deliveries.
• Track and process purchase orders, invoices, and payments, and maintain budget records.
• Assist with the planning and execution of events, meetings, and trainings, and provide logistical support.
• Respond to requests and inquiries from staff, vendors, and visitors, and provide excellent customer service.
• Ensure compliance with health and safety, first aid, fire safety and other occupational health and safety matters in collaboration with the Facilities Manager and HR Business Partner.
• Welcome staff on their first day at the office.

What we are looking for

• High school diploma or equivalent is required.
• At least 3-5 years of experience in administration, facilities management or a related field.
• Working knowledge of building systems, equipment, and maintenance procedures.
• Proficient in Microsoft Office and other computer applications.
• Excellent communication, organizational, and problem-solving skills.
• Ability to work independently and as part of a team.

The personal data that you provide as a part of this job application will be handled in accordance with relevant laws. For more information about how Precisely handles the personal data of job applicants, please see the Precisely Candidate Privacy Notice