Office & Executive Assistant

Alchemy Group; City Of London; On-site; GBP 32,000 - 52,000; Full time

Benefits offered by this job

Competitive Remuneration Package

Private Medical Insurance

Pension Plan

Mental & Physical Health Allowance

1 day Work From Home/week

Referral Bonus

Cycle to Work Scheme

Life Assurance

Dynamic career growth in a fast‑gowing

Job summary

Alchemy Group in London is hiring an Office & Executive Assistant to ensure the smooth operation of the office and to provide executive support to the CEO and COO. The role combines high-level administrative duties with proactive office management in a fast-paced environment.

You will coordinate travel, manage diaries, handle communications, organise client meetings, and oversee facilities, budgets, and vendor relationships while maintaining a professional, discreet approach.

Qualifications

• 2+ years' experience in Office Manager/PA/EA roles.
• Experience managing daily office functions, facilities, and H&S compliance.
• Proactive, discreet, and highly professional with strong organizational skills.

Responsibilities

• Provide comprehensive administrative support to CEO/COO, including diary management and meeting prep.
• Coordinate travel arrangements (flights, accommodation, ground transport) and prepare materials.
• Handle inquiries, mail, couriers, and hospitality arrangements for client meetings.
• Liaise with building management for repairs and maintenance, manage access cards and invoices.
• Support budgeting and spend tracking with finance; assist onboarding and employee queries.
• Assist with onboarding of new staff and ad-hoc tasks across teams.
• Provide admin and operational support to related entities under the same UBO when required.

Skills

Office management

Diary management

Travel coordination

Budget tracking

Event coordination

Tools

MS Office

Job description

JOB DESCRIPTION:

We're looking to hire a highly organised and proactive Office & Executive Assistantto join our fast-growing and innovating firm at London office!

The successful candidate will be supporting the leadership team, by ensuring the smooth running of the office. This is a key role combining executive support with office management responsibilities, ideal for someone who thrives in a dynamic, fast-paced environment!

• Provide comprehensive administrative support to the CEO and COO, including diary management, meeting scheduling, and preparation of materials.
• Coordinate travel arrangements (including booking flights, accommodation, and ground transportation).
• Act as the first point of contact for internal and external enquiries, ensuring prompt and professional communication.
• Handle incoming and outgoing mail, couriers and deliveries.
• Organise client meetings (including making restaurant reservations and managing other hospitality arrangements, arranging corporate gifts to clients).
• Assisting with office needs, ensuring a well-organised and efficient working environment (including liaising with the building management company for any required repairs, managing access cards and keys and coordinating office maintenance needs, ensuring timely submission of electricity meter readings, maintaining communication with all office service providers, handling all related invoices and ensuring their timely processing by the finance department.
• Maintain office supplies, equipment, and vendor relationships.
• Support the organisation and delivery of internal events, team activities, and celebrations.
• Ensure compliance with health and safety procedures in the office.
• Work with the finance department to track office-related expenditure, prepare weekly/monthly office budget reports, and process travel expense reconciliations.
• Support the legal department in preparing document packages, arranging signatures, and coordinating notarisation and apostille services, if required.
• Assist with the onboarding of new employees and answer to employee queries when needed.
  
• Assist team members with ad-hoc requests, ensuring timely and accurate completion of tasks.
• Provide administrative and operational assistance to other companies under the same UBO as required.

PERSONSPECIFICATION:

• At least 2 years' previous experience in a related Office Manager/ PA to CEO/ Executive Assistant role
• Proven related experience in managing daily office functions, including facilities management, supplies, and H&S compliance.
• Proactiveness and high level of professionalism, reliability and discretion.
• Abilitytohandlesensitivedocumentsandconfidentialinformationdiscreetly.
• Excellentorganisationalandprioritizationskills
• Flexibility, adaptability, and ability to manage competing demands.
• Strongattentiontodetailandaccuracy.
• Positive, approachable, and service-oriented attitude.
  
• Previousexperiencewithbudgettrackingandexpensemanagementisproffered.
• Proficiencyindocumentpreparation,record-keeping,andsupportinglegal/financefunctions.
• Excellentwrittenandverbalcommunicationskills;professionaltelephoneandemailetiquette.
• Strongrelationshipmanagementwithserviceproviders,contractors,andpartners.
• Abilitytoproactivelyresolveofficeissues(maintenance,repairs,supplyshortages).
• Ability to organise internal events, client meetings and hospitality arrangements.
  

WHAT WE OFFER:

• Competitive Remuneration Package and discretionary annual performance-based bonuses
• Private Medical Insurance
• Pension Plan
• Mental&PhysicalHealthAllowance
• 1dayWorkFromHome/week
• ReferralBonus
• CycletoWorkScheme
• LifeAssurance
• Dynamic career growth in a fast-growing global company