Office Assistant/Junior PA

Peninsula; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading business support firm in London is seeking an experienced office administrator. This key role requires managing office tasks, welcoming guests, and supporting the Senior Management team. Ideal candidates should have at least 2 years of experience in office administration, strong organization skills, and proficiency in Microsoft Office applications. Join a dynamic team and contribute to a well-organized workplace.

Qualifications

• At least 2 years’ experience in an office administration role.
• Ability to handle high pressure environments and meet deadlines.

Responsibilities

• Organising and completing tasks for smooth office operations.
• Welcoming guests and handling enquiries.
• Managing schedules and travel arrangements.

Skills

Strong organisation skills

Basic IT knowledge

Excellent communication skills

Ability to work in a team

Proactive thinking

Flexibility and self-motivation

Job description

About the Role

This is a key role supporting two Senior PA’s/Office Manager in their role of supporting the CEO and Senior Management team. The role is extremely varied, with exposure to all areas of the business.

This role is responsible for organising and completing tasks to ensure the smooth running of the London office. This includes all day-to-day office management not limited to administrative activities, facilities management and looking after guests visiting the office, and requires a high level of organisation, proactive approach and pride in the space that is being managed.

Responsibilities

• Working as part of the London PA/Administration team by answering the telephone, taking messages and handling enquiries in a professional manner
• Welcoming guests to the office and providing general support to visitors
• Dealing with both personal and business-related matters as required for Senior Management Team. Including expenses, Travel and Meeting related enquiries.
• Acting as cover for PA’s during period of holiday/absence
• Managing diaries, arranging meetings & booking rooms/venues across various time zones.
• Typing up and logging meeting minutes & preparing documentation as requested.
• Working with our inhouse Business Travel team to make the relevant personal & business travel arrangements, prepare travel itineraries and printing required documents.
• Arranging paperwork and drafting/amending documentation.
• Assisting with large scale company events including managing itineraries, guest lists and venues.
• Undertaking general and ad-hoc administrative duties including organising couriers, printing, photocopying, faxing, mailing, e-mailing, data in-put, filing, typing.
• Supporting the rest of the team in ad-hoc administrative tasks as and when required.
• Ensuring the office is maintained to a high standard including ensuring refreshments and stationery are well stocked, the office is always clean and tidy
• Organising social events for London office
• Using initiative to suggest/make any changes or improvements to running of the office.
• Checking kitchen items each week and ensure items and stock levels are adequate.
• Liaising with the cleaning contractor to maintain a positive working relationship and communicate any required changes or improvements.
• Acting as first point of contact for facilities management queries, liaising with external vendors to ensure works are carried out in a timely fashion.
• Managing office related invoices and ensuring they are paid by the deadline.
• Managing office expenses and supporting budget oversight.
• Arranging for local and overseas couriers each day as needed.
• Assisting with gifting both internal and externally.
• Offering timely responses to any other adhoc requests.

Qualifications

• At least 2 years’ experience in an office administration role

Required Skills

• Strong organisation skills and the ability to pre-empt the needs of the office and employees.
• Basic IT knowledge to assist in office IT related issues including proficiency in Microsoft Office applications
• Ability to work as part of a global team and diverse office, using own initiative in a constructive manner
• Ability to think logically, innovative and be proactive in identifying new operational opportunities.
• Ability to handle high pressure environments and meet deadlines.
• Flexible & self-motivated and able to prioritise work effectively within time constraints.
• Excellent oral & written communication skills and the ability to communicate well