Team Assistant

Calibre One; Greater London; On-site; GBP 28,000 - 42,000; Full time

Benefits offered by this job

Great team culture

Job summary

Calibre One is seeking a Team Assistant to support several Partners and their delivery team in a fast-paced environment in Greater London. The role focuses on diary management, document preparation, travel arrangements, and proactive workload coordination.

You will excel in accuracy, confidentiality, and professional communication, maintaining client/candidate records and producing polished materials. A collaborative, proactive approach is essential for success in this role.

Qualifications

• Previous experience of working in executive search or similar fast-paced environment ideal.
• Excellent organisational skills with extreme attention to detail.
• Fluent written and spoken English.
• Strong knowledge of Microsoft Office (Outlook, Word and PowerPoint); fast and accurate typing, first class formatting and proof-reading skills

Responsibilities

• Extensive diary management for Partners, scheduling of meetings and events.
• Preparing all meeting documentation with heavy PowerPoint and Word work.
• Balancing and coordinating different workloads daily and updating Partners on priorities.
• Booking travel arrangements and creating itineraries for Partners, Clients, and Candidates.
• Actioning important issues in Partners' absence to prioritise matters and minimise delay.
• Fielding calls, taking messages, and acting on them when appropriate.
• Formatting CVs and interview reports, drafting proposals and contracts.
• Keeping client/candidate details up to date in the database.
• Compiling expenses reconciliation on a monthly basis.
• Reception duties, booking meeting rooms and greeting guests.
• Collaborating with EAs and Operations; offering wider team support as needed.

Skills

Executive support

Attention to detail

Communication skills

Team player

Calm under pressure

Fluent English

MS Office

PowerPoint proficiency

Typing and formatting

Tools

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Job description

A leading transatlantic boutique executive search firm is looking for a Team Assistant to join their expanding team.

We offer:

• Great team culture

This role requires a very high degree of trust, accuracy, attention to detail and confidentiality to effectively support the workload of several Partners and their delivery team including but not limited to:

• Extensive diary management for Partners including scheduling of face-to-face meetings, video calls, BD development meetings, restaurant bookings etc.
• Preparing all meeting documentation with heavy focus on PowerPoint presentations and Word documents
• Balancing and co-ordinating different types of workload on a daily basis and keeping Partners up to date with diary changes or business priorities
• Making travel arrangements and creating itineraries for Partners and also Clients/Candidates
• Action issues of importance arising in the absence of Partners to ensure that matters are prioritised and dealt with appropriately minimising delay
• Fielding telephone calls, taking accurate messages and acting on them if appropriate
• Formatting candidate CVs and interview reports, drafting proposals, contracts etc.
• Keeping Client/Candidate details up to date on the company database
• Compiling expenses reconciliation on a montly basis
• Reception duties when in the office - booking meeting rooms and greeting guests
• Work closely and effectively in a collaborative and supportive way with other EAs and the Operations Department
• Be proactive in offering support to the wider team as and when necessary

Keys skills and experience

• Previous experience of working in executive search or similar fast-paced environment ideal
• Excellent organisational skills with extreme attention to detail
• Warm but professional communication style; confident when relating to individuals at all levels
• Resilient personality; able to remain calm under pressure whilst prioritising competing demands
• Good team player; able to build a good rapport with the team and 'muck in' attitude
• Fluent written and spoken English
• Strong knowledge of Microsoft Office (Outlook, Word and PowerPoint); fast and accurate typing, first class formatting and proof-reading skills