Administrative Assistant

Overview:

The Administrative Assistant provides professional administrative support to senior leaders by maintaining calendars, coordinating travel, processing expenses, preparing meeting logistics and helping ensure daily operations are organized, timely and efficiently. Candidate needs to be in the Liverpool Street, London office 3 days a week to be the point of contact.

What you will do:

Calendar & Scheduling Support

Maintain the senior leader’s calendar, including scheduling meetings, updating appointments, and resolving scheduling conflicts.

Coordinate internal and external meetings, ensuring participants have accurate details, meeting links, locations, and materials as needed.

Monitor calendar changes and help prioritize time effectively to support the leader’s daily and weekly commitments.

Meeting & Administrative Support

Prepare meeting logistics, including agendas, conference rooms, video links, materials, catering, and other meeting needs.

Assist with follow-up items, reminders, and coordination to help ensure tasks and commitments are completed on time.

Provide general administrative support, including document preparation, data entry, filing, reporting, and special projects as assigned.

Travel Coordination

Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, meeting details, and itineraries.

Monitor travel changes and assist with updates, cancellations, or adjustments to support smooth travel experiences.

Ensure travel plans are completed accurately and in accordance with company policies and budget guidelines.

Expense Management

Prepare, submit, and track expense reports for the senior leader accurately and in a timely manner.

Collect and organize receipts, reconcile charges, confirm business purposes, and ensure proper documentation are attached.

Follow up on outstanding expenses and support compliance with company expense policies.

Communication & Coordination

Serve as a professional point of contact for the senior leader, responding to requests and coordinating information with discretion and confidentiality.

Partner with internal teams, external contacts, and administrative colleagues to support priorities and ensure timely communication.

Maintain organized records, track information, and support administrative processes that help the leader and team operate effectively.

Office Assistant Responsibilities

Perform routine inspections and maintenance of the building, equipment, and furniture, and coordinate repairs and replacements as needed.

Order, stock, and distribute office supplies, stationery, and equipment, and maintain inventory records.

Work with the building management to manage the access card system, issue and deactivate cards, and monitor security logs.

Receive, sort, and distribute incoming and outgoing mail, packages, and deliveries.

Track and process purchase orders, invoices, and payments, and maintain budget records.

Assist with the planning and execution of events, meetings, and trainings, and provide logistical support.

Respond to requests and inquiries from staff, vendors, and visitors, and provide excellent customer service.

Ensure compliance with health and safety, first aid, fire safety and other occupational health and safety matters in collaboration with the Facilities Manager and HR Business Partner.

Welcome staff on their first day at the office.

What we are looking for:

High school diploma or equivalent is required.

At least 3-5 years of experience in administration, facilities management or a related field.

Working knowledge of building systems, equipment, and maintenance procedures.

Proficient in Microsoft Office and other computer applications.

Excellent communication, organizational, and problem-solving skills.

Ability to work independently and as part of a team.

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