Personal Assistant and Receptionist

Newton; Greater London; On-site; GBP 30,000 - 33,000; Full time

Benefits offered by this job

Life Assurance

Income Protection

Pension contributions

25 days holiday plus bank holidays

Profit share scheme

Job summary

A professional services company in London is seeking a Personal Assistant to support senior stakeholders in administrative tasks. Responsibilities include managing diaries, coordinating meetings, and ensuring smooth office operations. The ideal candidate will have strong organizational and communication skills, along with proficiency in Microsoft Office tools. A competitive salary and additional benefits are offered alongside opportunities for professional development.

Qualifications

• Previous experience in an administration role is required.
• Exceptional organizational skills and attention to detail are essential.
• Ability to work in a fast-paced environment, adapting to changing priorities.

Responsibilities

• Manage diaries of senior leaders and coordinate travel.
• Support the onboarding process for new team members.
• Staff the reception desk and greet visitors to the office.

Skills

Diary management

Excellent communication skills

Organisational skills

Proficient in Microsoft Teams

Ability to multi-task

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

Personal Assistant – Xantura Team (9 Marshalsea Road, London)

We are looking for a highly competent individual to provide personal assistant support to senior stakeholders and offer comprehensive admin assistance to the Xantura team. The candidate will be the face that greets every guest to 9MR with warmth and professionalism, ensuring the day‑to‑day running of our London Office is smooth and efficient.

Responsibilities

• Work closely with the Executive Support function to deliver effective support to senior leaders, driving best practice.
• Manage diaries of senior Xantura leaders, coordinate travel and accommodation, and support the wider team with large meetings.
• Foster team communication and collaboration, welcome new joiners, and support onboarding and agenda planning for team meetings.
• Support governance for key meetings and ensure required reports are produced.
• Monitor holiday cover inbox to maintain support for team members.
• Handle ad‑hoc administrative tasks to support the effective running of the Xantura team.

Reception & Facilities Support

• Staff the London Office reception desk daily, greet visitors, and manage deliveries and collections.
• Act as the onsite facilities presence and first point of call for office queries, directing as appropriate.
• Ensure shared working spaces, including the ground floor meeting suite, are clean, tidy and fit for purpose.
• Maintain supplies of stationery and refreshments in shared spaces.
• Hold First Aider and Fire Marshall responsibilities.
• Manage access to the building and room bookings.

Qualifications & Capabilities

• Previous experience in an administration role.
• Experience of diary management, coordinating and booking meetings.
• Ability to think ahead and anticipate needs before they arise.
• Methodical coordination skills and logical thinking with exceptional attention to detail and deadlines.
• Exceptional organisational skills: ability to multi‑task and organise others.
• Excellent oral and written communication skills, team‑player attitude.
• Calm under pressure in a high‑paced environment, adaptable to changing priorities.
• Proficient use of Teams, Outlook, Word, Excel, PowerPoint (and Co‑Pilot), and quick learning of new IT systems.
• Discretion and confidentiality guaranteed.
• Capability to filter information, assess priorities, and bring additional value to the team.

Benefits

• Competitive salary (£30,000–£33,000).
• Life Assurance, Income Protection, pension contributions and 25 days holiday (plus bank holidays).
• Profit share scheme: bonus based on company performance, paid in March and September.
• Full social calendar: Autumn and Spring activity days, Christmas events, 2‑day Summer event and 4 sponsored weekends a year.
• Dedicated Development Manager and regular appraisals.

Location

London, England, United Kingdom – 9 Marshalsea Road (9MR). Five days a week on site; occasional travel to Oxfordshire office.