Administrative Assistant

A top international law firm is seeking an Administrative Assistant to join its Travel, Meetings & Events (TME) team in London. This is a fantastic opportunity for an organised and detail-focused administrator to support a busy, fast-paced department covering vendor and venue administration, invoicing, expense tracking, and event coordination, as well as providing administrative support to the Firmwide Travel Director.

Salary: Competitive salary

Location: London

Hours: 35 hours per week, with potential for overtime

ABOUT THE ROLE

As an Administrative Assistant, you will provide effective administrative support to the TME team, working with London-based colleagues as well as the Firmwide Travel Director. The role focuses on vendor and venue administration, invoicing, expense tracking, and invitation and collateral management for events.

KEY RESPONSIBILITIES

• Process department invoices, ensuring accuracy against quoted costs and appropriate approval sign-off before submission
• Track and reconcile expenses and receipts against budgets, liaising regularly with vendors and the finance team
• Assist TME team members with administrative matters relating to vendors and venues, including contracts and supplier records
• Provide administrative support related to invitation lists and attendance tracking for events, as well as with RFPs and contract generation
• Assist with event collateral preparation, managing internal information and running reports, and creating and maintaining documents and reports
• Proofread documents and other materials to ensure accuracy
• Provide local administrative support to the firm's travel programme, working closely with the TME Travel Director, including assisting with hotel RFP processes, gathering rates and terms, compiling comparison documents, and tracking supplier responses and deadlines
• Act as a point of contact for routine travel-related queries from internal stakeholders and travel providers, escalating more complex issues to the Travel Director
• Handle incoming TME queries by telephone, email, and in person
• Support research and data gathering as assigned by the team, and provide flexible administrative support across the department, including on ad hoc projects

WHAT WE'RE LOOKING FOR

• Entry-level training or experience in travel or hotel booking is desirable
• Prior exposure to invoice processing or expense management systems is an advantage
• Proficiency in Microsoft Office, particularly Excel and Outlook, with a willingness to learn new systems
• Strong organisational skills, with the ability to manage multiple tasks and stakeholders simultaneously
• High level of accuracy and attention to detail
• Confident, professional communication style, comfortable liaising directly with vendors, venues and travel suppliers
• A collaborative, service-oriented approach and willingness to support a fast-paced department
• Ability to maintain confidentiality and exercise discretion when handling sensitive commercial or personal information

If you are an organised, proactive Administrative Assistant looking to build your career within a leading professional services environment, we would love to hear from you.