Office Assistant (Fixed-Term)

THE ROLE

The Office Assistant exists to support the effective day-to-day operation of the London office by providing workplace, administrative, and visitor support services. The role helps ensure that office facilities, supplies, and workplace processes are maintained to support employees and business activities.

The role works closely with colleagues across all departments, visitors, suppliers, building management, and workplace service providers. It provides administrative, workplace coordination, and customer service support, acting as a first point of contact for office-related enquiries and contributing to a professional and welcoming office environment.

The role supports operational efficiency, employee experience, and workplace effectiveness by coordinating office activities, maintaining workplace standards, supporting onboarding and office events, and ensuring employees and visitors receive timely and effective support.

KEY RESPONSIBILITIES

• Support the day-to-day operation of the London office and workplace facilities
• Maintain meeting rooms, communal areas, and workplace environments to agreed standards
• Coordinate office supplies, stationery, kitchen consumables, and workplace inventory
• Process workplace-related invoices and maintain supplier records
• Manage incoming and outgoing post, courier deliveries, and package distribution
• Act as the first point of contact for workplace and office-related enquiries
• Support compliance with workplace procedures, health and safety requirements, and office policies
• Liaise with building management, contractors, and external suppliers to resolve workplace issues
• Support the organisation and delivery of office events, meetings, and employee activities
• Coordinate onboarding arrangements for new employees, including workplace preparation and logistics
• Welcome visitors and maintain professional reception experience
• Coordinate visitor registration, building access arrangements, refreshments, and meeting room preparation
• Provide administrative support, including diary management, meeting scheduling, and room bookings
• Organise travel arrangements, including flights, accommodation, and ground transportation
• Maintain workplace records, documentation, and administrative information as required

SKILLS & COMPETENCIES

• Exceptional organisational and time management skills; ability to prioritise and multi-task effectively
• Excellent written and verbal communication skills
• High level of discretion, integrity, and professionalism
• Strong problem-solving skills and proactive approach
• Attention to detail and accuracy in all work
• Ability to build relationships and influence at all levels
• Adaptability and resilience in a dynamic, fast-paced environment
• Strong judgement and decision-making abilities
• Passion for our mission 'to generate a more sustainable future by leading the transition to clean energy
• Our values: be a leader, build trust, be responsible, be innovative and 'bring your alpha'.

EXPERIENCE & QUALIFICATIONS

• Experience in an administrative, office support, workplace, reception, hospitality, or customer service role
• Knowledge of office administration and workplace coordination activities.
• Experience supporting internal stakeholders and external visitors in a professional environment.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel); experience with collaboration tools (e.g., Teams, Zoom, SharePoint) is advantageous
• Demonstrated ability to handle confidential information with integrity
• Experience coordinating international travel and managing complex schedules
• The right to work in the UK.

WHAT WE OFFER

• A busy role in a supportive team, with plenty of opportunities to learn
• International scope - we operate in over 8 countries
• Onsite working - we will need you in the central London (Mayfair) office 5 days a week. Possibility of remote working if needed.
• 30 days' holiday per year (3 of which are taken during the festive shutdown in December)
• Private pension
• BUPA Healthcare for you and qualifying dependents

DIVERSITY AND INCLUSION

Our approach to diversity and inclusion is a natural extension of our values. Our entrepreneurial culture inspires us to try new things, be open to different viewpoints and be bold. Our Group is committed to cultivating and preserving a culture of connectedness that values difference and gives space for individual expression. The collective sum of our individual differences, life experiences, knowledge, innovation, self-expression, and talent and hard work form the bedrock of who we are and who we aspire to be. We are

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