Office Assistant

Aldgate, London, Onsite (3 Days in office) £30k pro rata We are looking for a proactive, organised, and hands-on Office Assistant to help create an exceptional workplace experience for our team. This is a varied onsite part time (3 days a week) role combining workplace operations, employee support, and office coordination to ensure our London office runs smoothly. Working closely with the Executive Operations & People Manager, you will take ownership of the day to day running of the office, creating an organised, welcoming, and efficient environment where employees and visitors feel supported. From coordinating workplace operations and supporting internal events to enhancing the employee experience and ensuring everything runs seamlessly behind the scenes, you will play a key role in shaping our office culture. We are looking for someone with previous office assistant or workplace support experience who is:

• Highly organised with excellent attention to detail
• Positive, and has a can do attitude with a willingness to get stuck in
• Friendly, approachable and enjoys helping others
• Able to prioritise multiple tasks in a fast paced environment
• Proactive with excellent problem solving skills
• Strong written and verbal communication skills
• Comfortable working independently and taking ownership
• Experience using Google Workspace and comfortable learning new workplace tools

Day to day

Office Operations & Workplace Support

• Ensure the office is organised, welcoming and operating efficiently for employees and visitors
• Manage kitchen and office supplies, including refreshments and stationery
• Keep communal areas, meeting rooms and shared spaces clean, tidy and well stocked
• Maintain office plants and create a pleasant workplace environment
• Handle incoming and outgoing mail, parcels and deliveries
• Welcome visitors, candidates and new starters, providing a professional first impression
• Provide hospitality for guests, including refreshments
• Prepare meeting rooms, including AV equipment setup where required
• Support visits from global colleagues, ensuring a smooth onsite experience
• Identify and report maintenance issues, carrying out minor office fixes where appropriate
• Liaise with building management and service providers to resolve facilities issues

Employee & New Joiner Support

• Support the onboarding of new employees, ensuring a positive in-office experience
• Assist with workstation setup and equipment handover
• Provide day-to-day support to employees working from the London office
• Act as the first point of contact for visitors, contractors and deliveries

Day to day contd...

Facilities & Office Management

• Manage office supplies, equipment and workplace inventory
• Coordinate repairs, maintenance and equipment replacements with external IT providers
• Order office and home-working equipment through purchasing platforms
• Maintain relationships with office vendors and service providers
• Support workplace health and safety processes and compliance

Administration & Operational Support

• Coordinate business travel, including transport, accommodation, conference registrations and visa documentation where required
• Prepare visa invitation letters and supporting travel documentation
• Process invoices and assist with general administrative tasks
• Support company offsite planning and logistics
• Purchase gifts for employee milestones and special occasions
• Assist with operational projects and ad hoc administrative support as required

Events & Meeting Coordination

• Organise internal meetings, team lunches and office events
• Coordinate logistics for company celebrations and workplace initiatives
• Book venues, catering and other event requirements
• Support the delivery of biannual company offsites (one UK and one international), including attending
• Provide onsite support when global colleagues are visiting the London office
• Assist with external bookings for the office space