Office Administration and PA in London

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)

Compensation: £55,000 - £70,000 (gross per annum)

Start Date: ASAP

We are seeking a mature, highly reliable, and discreet individual to support the smooth functioning of the Mayfair office and a London-based residence. This is a high-trust, ownership-driven role, requiring the individual to operate independently with strong judgement, ensuring seamless execution across responsibilities. The role is primarily focused on office administration and coordination, complemented by personal assistance / property oversight, ensuring smooth day-to-day functioning across all areas.

Key Responsibilities

• 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)
• HR, Administrative
  • 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.)
  • 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
  • Onboarding Support
    • Support on-ground onboarding for London-based hires and visiting employees
    • Ensure workspace readiness, basic documentation and induction coordination
  • 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
  • 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
• 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
• Property & Residence Oversight
  • Provide periodic oversight (not day-to-day supervision) of the residence to ensure upkeep and readiness.
  • Property Oversight & Maintenance
    • Ensure the residence is maintained to appropriate standards of presentation and functionality
    • Periodically check heating, air-conditioning, plumbing, electrical systems, fittings, and general upkeep
    • Identify issues and coordinate timely resolution through vendors
  • Vendor & Facilities Coordination
    • Coordinate with building management and external vendors for maintenance, repairs, and servicing
    • Obtain quotes and ensure timely execution of required work
    • Be available on-site when required for vendor access / supervision
  • Budgeting & Expense Tracking
    • Track and manage utility bills, routine maintenance costs, vendor payments and invoices
    • Maintain basic oversight and reporting of expenses
  • Inventory & Readiness
    • Maintain adequate stock of household and office supplies
    • Ensure readiness ahead of principal or guest visits
    • Coordinate deep cleans and setup as required
• Reporting & Governance
  • Maintain structured trackers for property-related issues, activities and HR tasks
  • Ensure timely follow-ups and closure of all open items
  • Maintain discipline in documentation, reporting, and record-keeping

Behavioural Expectations

• Ownership & Reliability: Takes full responsibility and ensures closure of all tasks
• Discretion & Integrity: Handles confidential information with sensitivity
• Proactiveness: Anticipates needs and addresses issues early
• Attention to Detail: Maintains high standards across office, property, and documentation
• Maturity & Executive Presence: Calm, composed, and able to operate independently
• Coordination Skills: Manages multiple stakeholders seamlessly across geographies
• Problem-Solving: Resourceful and solution-oriented

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

• 5+ years of experience in office administration / coordination roles/ EA roles supporting senior stakeholders in high-trust, confidential environments (HNIs / family offices preferred)
• Ability to manage vendors and operations independently
• Organisational and multitasking skills
• 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