Team assistant job - part time - central London

We are looking for a part-time team assistant to join our London-based team. Please contact me via pm if you are interested.

Contract details

  • Part-time, permanent contract following a 6-month probation
  • Flexible hours
  • Salary based on experience

Reporting line

  • The Team Assistant will report directly to the Director of Operations;

Main responsibilities

  • Providing administrative support to the Director of Operations and wider company as required;
  • Telephone and guest reception, taking incoming enquiries and distributing to the relevant team members;
  • Proactive diary management for senior staff and other members of the team;
  • Process and submit expenses on behalf of senior staff;
  • Plan, arrange and coordinate meetings, book rooms and catering (if required);
  • Ordering and stock maintenance of all office consumables and marketing materials;
  • Smooth running and maintenance of office equipment;
  • Management of post, email and courier services;
  • Complex travel and accommodation booking, including flights, hotels, visas, passports and associated paperwork;
  • Correction of minor issues arising from regular inspection of the office, e.g. cleanliness, faults, damage, maintenance requirements, general appearance and tidiness. Liaison with building management and third parties as required. Upward reporting of issues requiring management intervention.
  • Taking responsibility for health and safety compliance;
  • Dealing with low-level IT problems for users

Ad-hoc responsibilities

  • Assisting with marketing initiatives and logistics, e.g. researching, capturing information, preparing presentations, arranging meetings, and calls;
  • Help coordinate logistics at key company events (internal and client) throughout the year. This may include attendance management, venue sourcing/negotiation, on-site operational support;

Desirable skills and qualities

  • Highly organised with an ability to manage own and others’ time;
  • A positive and enthusiastic approach;
  • Flexible and able to prioritise a changing to-do list;
  • Detail oriented and accurate;
  • Trustworthy and reliable;
  • Articulate and a good communicator;
  • Problem-solving attitude and the ability to work proactively in a fast-paced environment;
  • Proficient in Microsoft Office;
  • Proficiency in another language would be a bonus, but not essential;
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