At a Glance
- Tasks: Support office operations and personal assistance in a high-trust environment.
- Company: Dynamic London-based organisation with a focus on discretion and reliability.
- Benefits: Competitive salary, flexible hours, and opportunities for professional growth.
- Other info: Mature candidates with excellent judgement and problem-solving skills preferred.
- Why this job: Join a vibrant team and make a real impact in a prestigious setting.
- Qualifications: 5+ years in office administration or EA roles, strong organisational skills required.
The predicted salary is between 55000 - 70000 £ per year.
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
- Employee Experience & Connect
- 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
- This role requires maturity, judgement, and ownership over task execution.
- 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 to 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
Office Administration and PA employer: American IT Systems
Join a dynamic and supportive team in the heart of London, where your role as an Office Administration and PA will be pivotal in ensuring the seamless operation of our Mayfair office and residence. We pride ourselves on fostering a culture of trust and ownership, offering competitive compensation alongside opportunities for professional growth and development. With a focus on employee engagement and a commitment to maintaining high standards, this position not only promises a rewarding work environment but also the chance to make a meaningful impact within our organisation.
StudySmarter Expert Advice🤫
We think this is how you could land Office Administration and PA
✨Join HR Networks
Get involved in HR-specific communities, like the Chartered Institute of Personnel and Development (CIPD) and local HR meetups. This is a fantastic way to connect with industry professionals and learn about job openings before they even hit job boards!
✨Make Your Presence Known
Attend HR conferences and workshops in your area to network with potential employers. Don't be shy—introduce yourself, exchange business cards, and let them know you're keen on a full-time role in HR. Who knows, you might just land a friendly face at American IT Systems!
✨Leverage Your University Connections
If you’re a recent grad or still in uni, tap into your career services and alumni network. Many universities have connections with companies looking for HR talent, so get those leads and apply through our website for a smoother application process.
✨Showcase Your HR Passion
Create content around HR topics you’re passionate about, like employee engagement or diversity initiatives. Share articles or insights on LinkedIn to demonstrate your knowledge and get noticed by recruiters. It’s a subtle yet effective way to show you’re the right fit for a full-time role at American IT Systems.
We think you need these skills to ace Office Administration and PA
Some tips for your application 🫡
Show Off Your HR Skills:When you’re crafting your CV, make sure you highlight specific HR skills that are relevant to the role at American IT Systems. Include any experience with recruitment processes, employee relations, or performance management, and don’t forget to mention your familiarity with HR software or tools that could give you an edge.
Tailor Your Cover Letter:Your cover letter is your chance to shine, so tailor it to American IT Systems and the specific HR role. Highlight your passion for people management and how your unique approach can help foster a positive workplace culture. Be sure to sprinkle in examples from your past experiences that illustrate your problem-solving abilities and interpersonal skills.
Include Relevant Certifications:If you’ve got any HR certifications or relevant training under your belt, be sure to showcase them! These qualifications can really set you apart from other candidates when applying for this full-time HR position at American IT Systems. List them prominently on your CV to catch the hiring manager's eye.
Align with Company Culture:Make sure your application speaks to American IT Systems's values and culture. Research the company and align your experiences or values with what they stand for. This will show them that you're not only a fit for the role but also for the overall vibe of the team and organisation.
How to prepare for a job interview at American IT Systems
✨Brush Up on HR Best Practices
As you're diving into human resources, it’s crucial to be well-versed in the latest HR practices and legislation. Get familiar with key topics like employee engagement, talent acquisition, and diversity initiatives, as these could easily pop up in your interview with American IT Systems.
✨Know Your Recruitment Tools
Most HR roles involve using various recruitment tools and ATS (Applicant Tracking Systems). Make sure you can comfortably discuss platforms like Workday or Greenhouse. If you've had direct experience, share those examples; if not, show your eagerness to learn!
✨Highlight Your People Skills
A full-time HR role at American IT Systems will require strong interpersonal skills. Prepare to share stories that demonstrate how you’ve successfully navigated conflicts or supported team members in past experiences. Authenticity goes a long way in this field.
✨Stay Current with HR Trends
Being up to speed with current HR trends, like remote working protocols or mental health initiatives, can set you apart. Be ready to discuss how these trends could impact American IT Systems and how you would contribute to adapting HR strategies.
