Office Assistant

We aretech transformationspecialists, uniting human expertise with AI to create scalable tech solutions.
With over 7,400 CI&Ters around the world, we've built partnerships with more than 1,000 clients during our 30 years of history. Artificial Intelligence is our reality.

The Office Assistant plays a dual role: helping to ensure the smooth daily running of our London office and providing essential administrative support to our executives and teams.

This is a hands-on position covering office management, facilities coordination, and executive support.
The role is ideal for someone highly organised, detail-oriented, and motivated to keep things running smoothly both behind the scenes and in direct support of leadership.
Currently working from our London office. Occasionally, with sufficient notice, you may be required to attend the office earlier in the morning (~7 am) or later in the evening (until 11 pm). If the hours are unsociable, safe transport or accommodation will be provided.
Key Responsibilities
Daily Office Operations
Open and prepare the office each morning (lights, coffee machine, TVs, etc.).
Keep office and kitchen areas tidy, safe, and well-stocked with supplies.
Receive and distribute incoming parcels and deliveries.

Facilities & Workplace Support
Manage meeting-room bookings and ensure rooms are set up, tidy, and equipped (including IT/AV checks).
Coordinate building maintenance and liaise with vendors and service providers.
Issue access passes and manage entry procedures for staff and visitors.
Assist with health & safety compliance checks and record-keeping.

Purchasing & Stock
Support office purchasing processes, including raising POs and liaising with suppliers.
Maintain stock levels of office equipment, supplies, and refreshments to ensure a well-stocked office.

Events & Travel
Assist in planning and coordinating office events and team activities.
Organise catering for meetings and client visits.
Arrange complex business travel itineraries (flights, hotels, ground transport).
Support colleagues with travel arrangements and logistics.
Assist with social events for the team and clients.

Client & Team Experience
Welcome and greet clients, ensuring a professional and memorable experience.
Support colleagues with diary coordination, meeting logistics, and ad-hoc admin tasks.
Help maintain spreadsheets and support basic office reporting.

Executive Support
Organise and prioritise executives' workloads, pre-empting potential issues.
Serve as a primary point of contact for executives, facilitating internal and external communication.
Manage executive calendars and appointments across different time zones.
Prepare meeting agendas and ensure timely distribution.
Keep track of executive expenses and ensure the timely submission of claims and receipts.
Handle enquiries via email, phone, or in person, prioritising them appropriately.
Assist with research, analysis, and support for special projects or initiatives.
Provide occasional personal assistance to executives.

Coordination & Communication
Liaise with internal departments and external stakeholders on behalf of executives.
Anticipate scheduling conflicts and propose proactive solutions.
Collaborate with HR, Finance, and other teams to ensure smooth workflows.
Share knowledge and assist colleagues to maintain consistent team support.

What We're Looking For
1 to 3 years of experience in office administration, workplace support, or administrative assistance.
Excellent written and verbal communication skills in English
Strong organisational and multitasking skills with meticulous attention to detail.
Proficiency in Google Workspace, Excel, and general IT literacy.
Confidence liaising with vendors, suppliers, and service providers.
A proactive, hands-on attitude and ability to work independently.
Ability to remain calm under pressure and solve problems effectively.
Professionalism, discretion, and the ability to handle sensitive information.
Collaboration is our superpower, diversity unites us, and excellence is our standard.
We value diverse identities and life experiences, fostering a diverse, inclusive, and safe work environment. We encourage applications from diverse and underrepresented groups to our job positions.