Office Assistant in City of London

The Office Assistant is responsible for the smooth day-to-day running of the London office, providing a professional first point of contact for visitors and practical, hands-on support to the wider team. Sitting within the People team and working closely with the Senior Office Manager and HR colleagues, the role takes ownership of the operational and administrative tasks that keep the office running.

• Meeting Rooms & Office Upkeep
  • Coordinate and set up meeting rooms, ensuring spaces are ready, well-presented and equipped throughout the working day.
  • Keep the office in good order day to day, and provide ad hoc support across the team as needs arise.
  • Assisting with desk and seating plans as the business grows.
• Supplies & Facilities Support
  • Manage office supplies, including coffee, snacks and stationery - tracking stock, placing orders and managing supplier relationships.
  • Assist with basic facilities troubleshooting (raising maintenance tickets, chasing contractors) before escalating.
  • Support expenses or invoice processing related to office supplies and facilities, under guidance.
• Visitors & Onboarding
  • Greet guests and coordinate visitors, providing a warm and professional welcome.
  • Maintain accurate records for building access passes, visitor logs and deliveries.
  • Support onboarding logistics – logging IT tickets for new hires, preparing welcome packs, arranging access cards and delivering office tours for new joiners.
  • Owning our internal Buddy scheme for new hires – match buddies with existing employees, organising buddy lunches and overall ownership and updating of the scheme and process.
• Health & Safety Administration
  • Support health & safety administration - e.g. checking first aid supplies, fire extinguisher signage, accident book entries (under the Senior Office Manager's oversight).
  • Attending tenant meeting alongside Senior Office Manager to have clear oversight and understanding of building updates and safety measures.
• Events & Post
  • Support event logistics for internal town halls, roundtables and staff socials (room setup, catering orders, equipment).
  • A key member of the social committee – venue visits and helping select the perfect spots for our two key social events per year.
  • Sort and distribute post and manage courier bookings.
• People Team Project Support
  • Support the wider People team with project work relating to internal communications, sustainability, employee experience and staff recognition.
  • Keep shared office documentation (e.g. new joiner guides, office FAQs) up to date.
• Reporting
  • Report to and support the Senior Office Manager, escalating issues as they arise.

About You

• Qualification & Experience
  • Up to six months' experience in an office, administrative, reception or hospitality environment.
  • No formal qualifications required; candidates under 25 will be enrolled onto the Level 3 Business Administrator apprenticeship alongside the role.
  • First Aid, Fire Marshal qualifications advantageous – otherwise we will get you all trained up.
• Technical Skills
  • Confident using everyday IT - email, calendars and Microsoft Office.
  • Good written and verbal communication skills.
  • Able to manage several small tasks at once and prioritise effectively.
• Personal Attributes
  • Warm, well-presented, approachable and comfortable being a first point of contact.
  • Well organised, with a good eye for detail.
  • Proactive - notices what needs doing before being asked.
  • Reliable and calm under pressure in a busy office environment.