We have a wonderful temporary ( potential for permanent) opportunity if you are a warm, delightful and capable experienced receptionist/ team assistant.
If you're someone who can bring their skills to the table and provide top-notch support across different admin tasks, we want to hear from you please apply immediately! You must have warmth 😊
We're after someone who's proactive, adaptable, and ready to jump in wherever needed. This role is a great chance to be a key part of the team and help keep the office running smoothly.
Key Responsibilities The role will have three main focus areas:
Reception (20%)
▪ Greeting and welcoming guests on arrival.
▪ Answering the phone and taking messages if people are away from their desk.
▪ Managing the switchboard.
▪ Arranging building access passes for employees or guests.
▪ Booking and setting up meeting rooms for internal and external meetings (incl. arranging tea, coffee, and lunches).
▪ First point of contact for the building post room, collecting post/parcels and arranging couriers.

Team Assistant (60%)
▪ Providing primary support including (but not limited to: Coordinating meetings, catering and event management. Making restaurant reservations and coordinating client invites. Coordinating and booking United Kingdom and Global travel for employees and members (train, taxi, flights and hotel arrangements). Finalising and submitting monthly expense reports for the Senior Leaders within the team. Arranging couriers around the UK and Globally mainly using DHL.
▪ Assist with the coordination and execution of office-based events, including new joiner welcome drinks, farewell events, baby showers, and seasonal company functions (summer and winter events)
. ▪ Providing ad hoc support to the Marketing & Client Services team for annual conferences/events – printing, creating packs for clients etc.
▪ Provide ad hoc administration support to employees based in the London office.
▪ Support IT with general enquires and AV room set up.
▪ Organise meetings, preparing collateral and distributing pre-reading packs. Minute taking and recording actions for the meetings.
Facilities (20%)
▪ Calling out contractors or vendors incl. plumbers, etc. where necessary.
▪ Ensuring the office and reception is always clean and tidy.
▪ Maintain a strong working relationship with the cleaning provider, acting as the primary point of contact to ensure service quality and timely issue resolution.
▪ Arranging quarterly window and floor cleaning.
▪ Arranging painting, decorating as well as maintenance when required.
▪ Order office supplies – stationery, fruit & milk, kitchen supplies and cleaning products.
▪ Maintaining a strong working relationship with building management and secretaries/ receptionists on other floors in the building.
▪ Attend quarterly Building Management meetings.
▪ Maintain a strong relationship with the Security office; provide contractor visitor details, loading bay delivery information and provide information for the Monthly Staff List report for them.
▪ Ensure 100% compliance with annual office Health & Safety testing requirements by proactively planning, coordinating, and tracking all mandatory inspections, tests, and certifications within prescribed timelines.
Experience
▪ Previous experience in a receptionist, team assistant, office administrator, or similar support role, ideally within a professional or corporate environment.
▪ Excellent communication skills.
▪ Demonstrated experience in providing administrative support to multiple stakeholders, including diary management, meeting coordination, and travel arrangements.
▪ Effective relationship management with internal and external stakeholders.
▪ Experience handling office coordination tasks, such as managing facilities requests, and liaising with service providers.
▪ Experience using Microsoft Office (Outlook, Word, Excel, PowerPoint) and online meeting applications (incl. Microsoft Teams and Zoom
▪ Previous experience in a financial services or professional services environment would be advantageous but is not essential.
Personal Attributes
▪ Professional presents a polished, welcoming presence and represents the organisation positively as the first point of contact.
▪ Effective communication skills, communicate clearly and courteously, both verbally and in writing, with internal and external stakeholders.
▪ Highly organised and manages multiple tasks, schedules, and priorities efficiently with strong attention to detail.
▪ Proactive and self-motivated, anticipates needs, takes initiative, and follows through without constant supervision.
▪ Adaptable and flexible, responds calmly and effectively to changing priorities and a fast-paced environment.
▪ Reliable and dependable, consistently delivers work on time and can be trusted with sensitive and confidential information.
▪ Team-oriented, work collaboratively, provides support where needed, and contributes positively to team dynamics.
▪ Client-focused demonstrates patience, empathy, and a service-oriented mindset when assisting visitors, clients, and colleagues.
▪ Problem-solving mindset, handling queries and challenges pragmatically, escalating issues appropriately when required.
▪ Resilient and composed, maintains professionalism and composure under pressure.