Team Assistant (Commercial Department)

HSCALE; Greater London; Hybrid; GBP 36,000 - 52,000; Full time

Benefits offered by this job

Enhanced pension (8% after 3 months)

Private medical insurance (Bupa)

Health cash plan (Medicash)

Income protection (70% after 26 weeks)

Family healthcare support

Employee discounts (Happy Marketplace)

Annual leave 25 days + bank holidays

Hybrid working

Central London location

Job summary

HSCALE is seeking a Team Assistant for the Commercial Team in London. You will be the organisational backbone, ensuring efficient day-to-day administration and coordination to support Commercial Leads and the team in winning and delivering client engagements.

You will coordinate diaries, travel, meetings, and briefing materials, enabling colleagues to focus on customers, pipeline growth, and strategic initiatives.

Qualifications

• Experience as a Team Assistant/EA or similar support role
• Experience with senior clients, complex travel, executive presentations, and event coordination
• Strong organisational skills and high attention to detail
• Discreet, reliable, service-oriented mindset
• Structured, proactive problem-solving and ability to multi-task in a fast-paced environment
• Collaborative, team-oriented mindset and strong interpersonal skills
• Proficient with MS Office (Word, Excel, PowerPoint, Outlook) and strong written/verbal communication

Responsibilities

• Proactively manage Commercial Teams' diaries and balance internal priorities with external engagements
• Anticipate scheduling conflicts and prioritise meetings and actions
• Coordinate complex UK and international travel itineraries and expenses
• Act as a trusted organisational point of contact for the CCO and Commercial team
• Prepare concise meeting packs, agendas, and briefing materials
• Coordinate presentations across multiple teams and manage version control
• Organise end-to-end logistics for meetings, site visits, conferences, and negotiations
• Capture and track key actions and ensure timely follow-through
• Provide support to wider Commercial leadership and office teams

Skills

Diary management

Travel coordination

Executive support

Event coordination

MS Office

PowerPoint

Communication

Tools

MS Office

Outlook

Excel

PowerPoint

Job description

The Commercial Department plays a pivotal role in the organisation's success by driving strategic growth and revenue generation. Comprising specialists in marketing, business development, deal execution, market intelligence, and site selection, the team ensures seamless collaboration to identify market opportunities, develop compelling value propositions, and deliver customer-centric solutions. By leveraging data-driven insights and industry expertise, the department supports the company’s mission of delivering high-quality, sustainable data centre services across Europe.

Position Overview

As Team Assistant for the Commercial Team, you will be the organizational backbone of the team. You ensure that day-to-day administrative and coordination tasks are handled efficiently, enabling Commercial Leads and team members to focus on customers, pipeline growth, and strategic initiatives. You act as a trusted support partner, improving team workflows and building reliable structures.

A particularly important part of the role will be preparing and coordinating important customer and external engagements, ensuring the CCO and Commercial team are properly briefed, organised and equipped for meetings, presentations and negotiations.

Your Profile

• Relevant experience as a Team Assistant, Executive Assistant, Office Manager, or similar role; preferably in a professional services environment including experience with senior clients, complex travel arrangements, executive presentations, and event coordination
• Strong organizational skills and high attention to detail
• Discreet, reliable, and service-oriented mindset
• Structured, proactive problem-solving and critical thinking skills
• Ability to multi-task in a fast-paced environment and adapt to shifting priorities
• Collaborative, team-oriented mindset with a positive "can-do" attitude
• Strong interpersonal and relationship-building skills
• Confident with MS Office (Word, Excel; especially with PowerPoint and Outlook)
• Strong oral and written communication skills for effective interaction with team members, clients, and stakeholders

Your Role

• Proactively manage Commercial Teams' diaries, balancing internal priorities, customer and investor engagements, and travel commitments.
• Anticipate and resolve scheduling conflicts, ensuring important meetings, actions and follow-ups are effectively prioritised.
• Coordinate complex UK and international travel, including detailed itineraries, accommodation, transportation and expenses.
• Act as a trusted organisational point of contact for the CCO, supporting efficient communication and day-to-day executive administration.
• Coordinate preparation for customer, investor, partner, landowner and adviser meetings, ensuring the right attendees, information and materials are in place.
• Prepare concise meeting packs, agendas and briefing materials, including relevant background, correspondence, commercial information and outstanding actions.
• Coordinate presentations across Commercial, Development, Finance and other teams, managing timelines, reviews, version control and final distribution.
• Organise end-to-end logistics for external meetings, site visits, conferences, management presentations and major commercial negotiations.
• Capture key actions from important meetings, track ownership and support timely follow-through.
• Provide organisational support to the wider Commercial leadership team, including meetings, offsites, travel, onboarding and coordination with the C-suite EA and office team.
• Enhanced pension: Following a three-month waiting period, HSCALE contributes 8% of your full base salary, while employees contribute 5% of Qualifying Earnings.
• Private medical insurance: Bupa cover providing access to specialists, diagnostics, inpatient and outpatient treatment, cancer care, mental health support and digital GP services.
• Health cash plan: Medicash support towards everyday healthcare costs, including dental care, optical expenses, physiotherapy, specialist consultations and diagnostic scans, together with unlimited virtual GP appointments.
• Income protection: Financial protection of 70% of your basic annual salary if illness or injury prevents you from working, payable after 26 weeks for up to five years.
• Family healthcare support: Eligible children can be included in the Medicash health cash plan at no additional cost.
• Employee discounts: Access to Happy Marketplace, offering savings across a wide range of retailers, products and services.
• Annual leave: 25 days' paid annual leave per year, in addition to UK bank holidays.
• Hybrid working: A flexible hybrid-working model combining collaboration in our central London office with remote working.
• Central London location: A modern office in the heart of Soho, with excellent transport connections and access to everything the area offers.