Personal Assistant in London

AIOI R&D Lab, developing AI solutions and products to solve societal problems, is looking for a Personal Assistant to take responsibility for supporting administrative works for executives and employees.

As Personal Assistant, you will provide high-level administrative and operational support to company executives, ensuring the smooth coordination of executive activities, meetings, and contractual processes. This role requires strong organisational skills, professionalism, and the ability to manage sensitive information while working collaboratively with the Office Manager and wider business functions.

Responsibilities:

• Manage and coordinate visits by guests and business partners hosted by company executives.
• Arrange and coordinate company meetings, including scheduling participants, securing meeting rooms, distributing invitations, and providing on-site support on the day of meetings.
• Process expense requests related to executive activities and third-party contracts.
• Manage, organise, and maintain company contract documentation and oversee contract template management.
• Process expense payments in a timely and accurate manner under the direction of the Office Manager.
• Support office administration and office supply procurement to ensure smooth daily operations.

Knowledge, Experience & Qualifications:

Essential:

• Bachelor's degree.
• Experience in a Personal Assistant or similar administrative role.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams).
• Native-level English proficiency.
• Strong organisational, communication, and time-management skills.
• High level of professionalism, discretion, and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.

Desirable:

• Ability to read and write Japanese.
• Experience working in an international or Japanese corporate environment.

Why Join Us?

We’re all about helping you grow, with plenty of support to develop in your current role whilst also creating opportunities to explore new ones and advance your career. We realise that we need to be a good fit for you above all else so here’s what you can enjoy about AND-E:

• Recognised as the Best Large Insurance Employer: We are proud to have been named the Best Large Insurance Employer for 2023 at the prestigious British Insurance Awards.
• Unmatched Work-Life Balance.
• Competitive Salaries and Benefits Package: We offer competitive salaries that recognise your skills and expertise.
• We champion choice, flexibility, and balance in both work and home life. Our commitment to diversity, equity, and inclusion ensures everyone feels valued and supported including embracing neurodiversity and providing the tools needed to thrive.
• We like to think our benefits package is one of the best, focusing on colleagues' health, wealth, and lifestyle. We offer:

• Up to 28 Days annual leave with the option to buy/sell up to 5 days holiday.
• Healix Private Medical Insurance Options.
• 3 x Annual Salary Life Assurance.
• A range of health, wellbeing, and financial support benefits, including money back on health expenses, Employee Assistance Programme, Flu Jab voucher, Virtual GP service, and driving lessons for you and your family.
• Additional perks such as a pension advisory service, family-friendly policies, season ticket loan, cycle scheme, and financial flexibility through Wagestream.

Aioi Nissay Dowa Europe is committed to promoting equal opportunities in employment. Employees and job applicants will receive equal treatment regardless of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation (Protected Characteristics). At AND-E, equal opportunity is more than a policy it’s a promise. We welcome applications from all individuals regardless of age, disability, gender identity, marital status, pregnancy, race, religion, sexual orientation, or any other protected characteristic.

Reasonable adjustments: If you require any adjustments to support you during our recruitment process, please let us know. We’re committed to making the process accessible and are happy to help.