Workplace Experience Coordinator

Aptitude Software; Greater London; On-site; GBP 35,000 - 50,000; Full time

Job summary

A leading software company in Greater London is seeking a Workplace Coordinator & Executive Assistant to ensure the smooth operation of the office while providing executive support to the Board and Senior Leadership Team. Responsibilities include office management, coordinating meetings and events, PA support to executives, and general administrative tasks. Ideal candidates will have experience in office coordination and be proficient in MS Office. The role offers a competitive salary, bonus, and various employee benefits including healthcare and flexible working options.

Benefits

ShareSave scheme

Private healthcare

Income protection and group life insurance

Pension Scheme

Company Funded Health Cashplan

Employee Assistance Programme

Access to Private Dental Benefits

Flexible working options

Enhanced Family Friendly Leave

Bike 2 Work Scheme

Employee Referral Bonus

Qualifications

• Proven experience in office coordination or workplace management.
• Experience in providing PA support to senior executives at a Board level.
• Strong organizational and multitasking skills.

Responsibilities

• Act as the first contact for all office-related inquiries.
• Manage relationships with building management and vendors.
• Coordinate meeting rooms and internal events.

Skills

Office coordination

PA support to senior executives

Organizational skills

Strong communication

MS Office proficiency

Adaptability

Tools

MS Office (Outlook, Excel, PowerPoint, Word)

Teams

Job description

The Workplace Coordinator & Executive Assistant plays a dual role, ensuring smooth day-to-day running of the London office while providing executive administrative support to the Board and Senior Leadership Team (SLT). This role covers workplace management, office coordination, executive travel and diary management, meeting and event logistics, and general administrative support to ensure a highly productive and professional office environment.

Key Responsibilities

Workplace & Office Management

• Act as the first point of contact for all office-related inquiries and facilities issues.
• Oversee the smooth daily operation of the London office, including office supplies, stationery, equipment, and vendor/contractor management.
• Manage relationships with building management, cleaning, security, catering, and maintenance providers.
• Ensure health & safety compliance, fire safety procedures, and general office risk assessments.
• Maintain a welcoming, professional, and well-organized workplace environment.

Meeting, Room, and Event Coordination

• Coordinate and manage meeting rooms, ensuring they are set up with required technology, catering, and equipment.
• Arrange internal and external meetings, including Board and SLT sessions.
• Support planning and execution of internal events, Board visits, offsites, and town halls.
• Manage lunch bookings, restaurant reservations, and catering for meetings or executive events.

PA Support

• Provide PA support to the CEO (and other executives as needed) including diary management, inbox management (where appropriate), and scheduling.
• Coordinate and book complex international travel itineraries for Board and SLT members, including flights, hotels, visas, transport, and travel packs.
• Prepare and process expense reports for Board and SLT members.
• Support in preparing meeting agendas, briefing packs, presentations, and documentation.

Administrative Support

• Handle general correspondence, document management, and filing.
• Support onboarding of new employees in collaboration with HR and IT (desk setup, access badges, induction schedules).
• Maintain distribution lists, office notices, and communications.
• Assist with basic procurement, invoice tracking, and budget monitoring related to office services.
• Support internal communications and culture through workplace engagement initiatives.

We’ll provide you with the opportunity to grow your expertise in an environment that supports you, your life and your career.

We’ll also offer you a competitive salary plus bonus, as well as the following benefits:

• ShareSave scheme - ability to purchase company shares on preferential terms
• Private healthcare
• Income protection and group life insurance
• Pension Scheme
• Company Funded Health Cashplan
• Employee Assistance Programme
• Access to Private Dental Benefits
• Flexible working options
• Enhanced Family Friendly Leave for adoption, maternity and paternity
• Bike 2 Work Scheme
• Employee Referral Bonus

This is 5 days a week office based role.

Skills & Experience

• Proven experience in office coordination, workplace management, or facilities administration.
• Experience providing PA support to senior executives, ideally at Board or SLT level in an international environment
• Strong organisational and multitasking skills, proactive and able to prioritise effectively.
• Excellent communication skills, both written and verbal.
• High level of discretion, confidentiality, and professionalism.
• Strong proficiency in MS Office (Outlook, Excel, PowerPoint, Word), Teams, or equivalent digital workplace tools.
• Familiarity with health & safety standards and facilities management processes.
• Experience working in a corporate or professional services environment.

Personal Attributes

• Professional, friendly, and approachable with a positive “can-do” attitude
• Service-oriented and customer-focused
• Reliable, detail-oriented, and highly organised
• Able to work independently and as part of a team
• Solutions-focused, calm under pressure, and adaptable to changing priorities