Office Administrator & Personal Assistant (PA)

Role Overview

We are searching for a dependable and well-organized Office Administrator & Personal Assistant based in London, UK. The individual will oversee office operations, provide administrative and HR-related support, coordinate with vendors, and assist senior stakeholders personally. The position demands flexibility including occasional on-call support, with working hours from 9:00 AM to 6:00 PM, Monday to Friday, and immediate availability.

Primary Responsibilities

• Ensure smooth and efficient functioning of office and residential environments, handling supplies, IT systems such as Wi-Fi, printers, and conferencing equipment, assets, and vendor relations.
• Manage logistics for couriers, meetings, events, maintenance, and facility needs while ensuring compliance with basic health, safety, and operational guidelines.
• Serve as the primary contact for employee and administrative inquiries, supporting onboarding, employee engagement programs, and coordination across different locations.
• Collaborate with HR teams regarding training sessions, documentation, and staff initiatives, while maintaining HR trackers, dashboards, and generating basic reports.
• Handle personal assistant duties including diary and schedule management, travel arrangements (including visas), booking meetings and restaurants, organizing events, and managing ad-hoc personal requests confidentially.
• Administer vendor and expense management including coordination with building management, handling maintenance requests, quotations, payments, service follow-ups, and tracking various expenses and invoices.
• Maintain meticulous documentation including trackers related to HR, vendors, property, and administrative tasks; prepare reports, presentations, and internal documents to ensure organized record keeping and timely completion of assignments.

Skills and Qualifications

• Strong organizational and multitasking capabilities to handle diverse responsibilities effectively.
• Excellent communication skills and ability to manage relationships with multiple stakeholders.
• High attention to detail paired with a proactive sense of ownership over tasks.
• Ability to manage sensitive information confidentially and discreetly.
• Proficiency in Microsoft Office applications, particularly Excel and PowerPoint.
• Experience in basic reporting, documentation, and expense management.

Candidate Profile

• Possess 1 to 2 or more years’ experience in office administration, executive or personal assistant roles, or operations coordination.
• Preferably experienced supporting senior-level stakeholders in environments requiring high trust and discretion.
• Ability to independently oversee operational, vendor, and administrative functions.
• Demonstrate high reliability, professionalism, and effective problem-solving skills.