Business Assistant and Project Coordinator

Love Success plc; City Of London; On-site; GBP 43,000 - 45,000; Full time

Job summary

A global architectural firm is seeking a Business Assistant & Project Coordinator in London to support two Directors on an international project. This role requires strong organisational and communication skills, with responsibilities including diary management and international travel arrangements. The ideal candidate will thrive in a busy environment and contribute to team dynamics, with an attractive salary package and a vibrant office culture.

Benefits

Private medical and dental cover

Regular team socials

Annual reviews for development

Qualifications

• Previous experience managing busy diaries and providing executive support is essential.
• Strong organisational skills with excellent attention to detail.
• Confident in handling confidential information.
• Experience arranging international travel is required.
• Excellent written and verbal communication skills.
• Adaptable and calm under pressure.

Responsibilities

• Coordinate diaries and organise meetings across multiple time zones.
• Organise international travel for Directors and team members.
• Act as a point of contact for clients and internal teams.
• Manage filing systems and follow up on actions where required.

Skills

Organisational skills

Attention to detail

Communication skills

Proficient in Microsoft Outlook

Proficient in Microsoft Word

Good knowledge of Excel

Job description

Business Assistant & Project Coordinator
Salary: £43,000 - £45,000 per annum

Hours: 9:00am - 6:00pm, Monday-Friday (40 hours per week)
Location: Full-office - West End (Covent Garden) (Half day every last Friday of the month)

The Role

Due to a major new project, our client, a global architectural firm, is looking to hire a Business Assistant & Project Coordinator for a newly created position. The successful candidate will work closely with two Directors, supporting them in their role as Project Managers on a high-profile international project, as well as providing wider project administration support.

This role sits at the centre of a busy, collaborative team and will suit someone who is highly organised, proactive, and confident working in a fast-paced environment. Strong communication skills, attention to detail, and a can-do attitude are key to ensuring projects run smoothly.

This exciting opportunity will provide executive support to two Directors, including preparing reports, drafting correspondence, recording meeting minutes, and maintaining project trackers and team directories.

• Coordinate diaries and organise meetings across multiple time zones, ensuring logistics are managed and conflicts resolved.
• Anticipate needs and identify potential challenges before they become issues.
• Organise international travel for Directors and team members, including flights, accommodation, and visas.
• Manage filing systems, monitor project-related emails, and follow up on actions where required.
• Act as a point of contact for clients, consultants, and internal teams, ensuring clear and timely communication.
• Support client visits, coordinating meeting spaces and hospitality.
• Help organise team socials and contribute to wider office events.
• Provide occasional cover for executive assistants and reception staff during holidays or absences.
• Liaise with IT and Facilities to ensure technical and operational needs are met.

Candidate Profile

• Previous experience managing busy diaries and providing executive support is essential.
• Strong organisational skills with excellent attention to detail.
• Confident in handling confidential information with discretion.
• Previous experience arranging international travel is required.
• Proficient in Microsoft Outlook and Word, with good knowledge of Excel.
• Excellent written and verbal communication skills.
• Adaptable and calm under pressure, able to prioritise in a fast-moving environment.
• Comfortable working with people from different backgrounds and at all levels.
• Experience in architecture, engineering, or construction is advantageous but not essential.

What’s on Offer

• Salary of £45,000 per annum.
• Regular 1:1s and annual reviews to support development.
• Weekly team catch-ups to share updates and build connections.
• A multicultural, dynamic, and collaborative working environment.
• A vibrant office culture with regular team socials and seasonal events.
• Private medical and dental cover.
• A central office location with excellent transport links.

This is more than an admin role - it's an opportunity to play a key part in an exciting international project while being at the heart of a supportive, energetic team

Love Success is a top recruitment agency based in London, dedicated to connecting exceptional administrative and office support staff with the leading businesses across London and the UK. Whether you\'re a candidate seeking Personal Assistant roles in London or an employer looking to hire administrative and office support staff, our agency provides high-quality recruitment services tailored to your needs.

At Love Success, we champion diversity, equity, and inclusion, embedding these values into every aspect of our operations. Our unwavering commitment to these principles is evident in our recruitment practices and our comprehensive training and development programs. We partner with organisations that share our dedication to fostering diverse and inclusive workplaces, where individuals can be their true selves in the workplace. Together, we strive to promote equality and create opportunities for all.

Love Success is proud to serve as an Employment Agency for this vacancy.