Office & Executive Assistant

Alchemy Group; Greater London; Vor Ort; GBP 42.000 - 62.000; Vollzeit

Benefits dieser Stelle

Competitive remuneration

Private medical insurance

Pension plan

Mental & Physical health allowance

1 day work from home

Referral bonus

Cycle to work scheme

Life assurance

Dynamic career growth

Zusammenfassung

Alchemy Group is seeking an organized Office & Executive Assistant to join our London office. The role combines executive support for the CEO/COO with broad office management, ensuring smooth operations in a fast-growing firm.

You will manage diaries, coordinate travel, handle inquiries, oversee facilities, and organise client meetings and events while maintaining compliance and vendor relationships.

Qualifikationen

• 2+ years in Office Manager/PA/EA or similar role.
• Experience managing daily office functions including facilities, supplies, and H&S compliance.
• Proactive, highly professional, reliable and discreet.
• Ability to handle sensitive documents confidentially.
• Excellent organisational and prioritisation skills.
• Flexible and able to manage competing demands.
• Attention to detail and accuracy.
• Experience with budget tracking and expense management is advantageous.

Aufgaben

• Provide admin support to CEO/COO, including diary management and meeting preparation.
• Coordinate travel arrangements (flights, accommodation, ground transport).
• Serve as first point of contact for internal and external inquiries and manage communications.
• Handle mail, couriers, and deliveries.
• Organise client meetings and hospitality arrangements (e.g., restaurant bookings, gifts).
• Coordinate office maintenance, liaise with building management, manage access cards and invoices.
• Maintain office supplies and vendor relationships.
• Support internal events and team activities; assist in onboarding new employees.
• Ensure health and safety procedures are followed and assist with budget reporting and travel expense reconciliations.
• Assist legal/finance functions with document packages and notarisation or apostille if needed.

Kenntnisse

Diary management

Meeting scheduling

Travel coordination

Communication

Facilities management

Budget tracking

Onboarding

Tools

Microsoft Office

Jobbeschreibung

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