Permanent Team 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 in the City of London seeks a Team Assistant & Project Coordinator to provide essential support to Directors on international projects. This role requires strong organisational skills and attention to detail, along with the ability to manage busy diaries and coordinate international travel. The successful candidate will be part of a dynamic, multicultural team and will enjoy a vibrant office culture and excellent benefits.

Benefits

Private medical and dental cover

Regular team catch-ups

A vibrant office culture

Central office location

Qualifications

• Previous experience managing busy diaries and providing executive support is essential.
• Strong organisational skills with excellent attention to detail.
• Previous experience arranging international travel is required.
• Excellent written and verbal communication skills.
• Experience in architecture, engineering, or construction is advantageous but not essential.

Responsibilities

• Coordinate diaries and organise meetings across multiple time zones.
• Anticipate needs and identify potential challenges before they become issues.
• Organise international travel for Directors and team members.
• Manage filing systems and project-related emails.
• Act as a point of contact for clients and consultants.
• Support client visits and coordinate meeting spaces.
• Help organise team socials and contribute to wider office events.

Skills

Organisational skills

Attention to detail

Communication skills

Confidentiality

Proactive attitude

Adaptability

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Team 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 (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 is a 1-year contract initially but is expected to become permanent.

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 up to £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