Team Assistant

Jobtailor; Greater London; On-site; GBP 38,000 - 54,000; Full time

Job summary

Jobtailor in London is seeking a proactive Executive Assistant/Office Manager to support regional leadership across London and Europe, handling calendars, correspondence, and executive tasks.

The role spans finance, HR, invoicing, onboarding, travel, proposals, and vendor registrations, in a fast-paced, international environment. You will liaise with HQ finance and oversee administrative operations for the regional team.

Qualifications

• Experience in an Executive Assistant, Chief of Staff, Office Manager, or similar operations role, ideally in a fast-growing scale-up.
• Comfort working across finance, HR, and administrative tasks.
• Strong attention to detail.
• Experience with invoicing/billing processes and basic bookkeeping; Xero preferred.
• Familiarity with UK/EU employment and HR requirements, or willingness to quickly get up to speed.
• Strong written communication skills.

Responsibilities

• Act as a trusted right hand to regional leadership and the team.
• Manage day-to-day administrative operations for the London/Europe team, including calendars, correspondence, and executive support.
• Support financial administration, including expense processing, invoice tracking, and liaison with HQ finance.
• Own regional customer invoicing: raise invoices, track payment status, chase outstanding payments, and resolve billing queries.
• Organise team travel, offsites, and team activities.
• Manage local HR requirements, including contracts, benefits administration, employment-regulation compliance, and first-line HR queries.
• Coordinate onboarding for new hires, including equipment, access, welcome logistics, and initial paperwork.
• Support commercial tender or proposal submissions.
• Support marketing with collateral, event registrations, and vendor/supplier registrations.

Skills

Executive Assistant Experience

Invoicing/Billing Processes

Attention to Detail

Highly Organised

Proactive

Discreet & Trustworthy

Strong Written Communication

Tools

Xero

Job description

• Act as a trusted right hand to regional leadership and the team


• Manage day-to-day administrative operations for the London/Europe team, including calendars, correspondence, and executive support


• Support financial administration, including expense processing, invoice tracking, and liaison with HQ finance


• Own regional customer invoicing: raise invoices, track payment status, chase outstanding payments, and resolve billing queries


• Organise team travel, offsites, and team activities


• Manage local HR requirements, including contracts, benefits administration, employment-regulation compliance, and first-line HR queries


• Coordinate onboarding for new hires, including equipment, access, welcome logistics, and initial paperwork


• Support commercial tender or proposal submissions


• Support marketing with collateral, event registrations, and vendor/supplier registrations

Requirements

• Experience in an Executive Assistant, Chief of Staff, Office Manager, or similar operations role, ideally in a fast-growing scale-up


• Comfort working across finance, HR, and administrative tasks


• Strong attention to detail


• Experience with invoicing/billing processes and basic bookkeeping; Xero preferred


• Familiarity with UK/EU employment and HR requirements, or willingness to quickly get up to speed


• Strong written communication skills


• Comfortable producing polished documents, proposals, and submissions


• Highly organised, proactive, and able to juggle competing priorities


• Discreet and trustworthy when handling sensitive information


• Comfortable in a fast-paced, ambiguous, and international environment


• Legally authorized to work in the country for which applying

Core Competencies

Demonstrates expertise in managing administrative operations, financial administration, and HR compliance while supporting regional leadership. Proficient in invoicing processes and producing polished documents in a fast-paced, international environment.

Highest-signal resume keywords

• Executive Assistant Experience


• Invoicing/Billing Processes


• Xero Proficiency


• UK/EU Employment Compliance


• Strong Written Communication

ATS Optimization Keywords

Hard Skills

• Financial Administration


• Expense Processing


• Basic Bookkeeping


• Invoicing


• HR Administration


• Onboarding Coordination


• Proposal Submissions


• Vendor Registration

Soft Skills

• Attention to Detail


• Highly Organised


• Proactive


• Discreet


• Trustworthy

Industry Keywords

• Fast-Growing Scale-Up


• Administrative Operations


• Team Travel Coordination


• Employment Regulation Compliance