Executive Administrative Assistant

Role Specification

Office Administration and PA – London

Role Details

• Role Title: Office Administration and PA
• Location: Mayfair Office and Regents Park Residence , London
• Working Days: Monday – Friday
• Working Hours: 9:00 am – 6:00 pm (with flexibility / on-call support as required)
• Rate: Upto 150 GBP per day
• Start Date: ASAP

Key Responsibilities

A. Mayfair Office & Administrative Support

• Ensure the office is fully functional, organised, and presentable at all times
• Coordinate IT systems (Wi-Fi, printers, conferencing), office supplies and vendor services
• Support courier/post management and small team events and meetings
• Maintain IT and asset inventory
• Ensure adherence to basic compliance requirements (health & safety, fire norms)

B. HR, Administrative

1. Employee Experience & Connect

• Act as the first point of contact for basic employee/admin queries (London office)
• Facilitate regular employee connects across geographies and track follow-ups/actions
• Support employee engagement initiatives (communications, team events, informal connects, etc.)

2. HR Coordination

• Liaise with India HR team for all local support and execution requirements
• Enable training coordination across teams (sales, practice areas, etc.)
• Facilitate cross-geography connects (UK–US–India) for learning, collaboration, and integration

3. Onboarding Support

• Support on-ground onboarding for London-based hires and visiting employees
• Ensure workspace readiness, basic documentation and induction coordination

4. Data & Analysis Support

• Prepare basic HR dashboards (headcount, attrition, key metrics)
• Maintain trackers for employees, vendors, office/admin costs
• Support data collation and basic analysis in Excel

5. Presentation & Documentation

• Assist in preparing presentations (PPTs), reports and internal documentation
• Support creation of country-specific policy handbooks (including benefits)
• Maintain organised documentation and records repository

C. Personal Assistance

• Basic diary and schedule coordination (as required)
• Travel bookings, visas, and logistics
• Restaurant bookings, events, and local arrangements
• Running errands and handling ad-hoc requests
• Managing expenses, invoices, and reconciliations

2. Vendor & Facilities Coordination

1. Liaise with building management and external vendors for: Maintenance, repairs, and servicing
2. Coordinate quotes and ensure timely execution of required work
3. Be available on-site where required for vendor access / supervision

3. Budgeting & Expense Tracking

• Track and manage utility bills , routine maintenance costs , vendor payments and invoices
• Maintain basic oversight and reporting of expenses

Core Skills & Competencies

• Excellent time-management skills, with the ability to prioritise effectively across multiple responsibilities
• Strong organisational and coordination skills
• High attention to detail
• Ability to manage vendors, track expenses, and maintain operational discipline
• Strong communication skills (written and verbal)
• Proficiency in MS Office (Excel, PowerPoint)
• Comfort with basic data handling and reporting

Candidate Profile

1. Minimum 1-2 years of experience in: Office administration / coordination roles PA / EA roles supporting senior stakeholders
2. Exposure to high-trust, confidential environments (HNIs / family offices preferred)
3. Demonstrated ability to manage vendors and operations independently
4. Strong organisational and multitasking skills
5. Demonstrated stability and longevity in prior roles

Additional Requirements

• Valid passport
• Clean UK driving licence and willingness to travel locally as required
• Eligibility to work in the UK
• Flexibility to provide support beyond core hours when required

This is a high-priority role , and profiles are being reviewed immediately. If you’re interested, please share resume at [email protected]