Team assistant and office manager - London

Description

We're looking for a bright, professional and energetic team assistant to join us in our new offices in Holborn, London.

You'll be responsible for

• Office Management
• Take full ownership of the day-to-day running of the London office, ensuring a professional, efficient, and well-maintained working environment.
• Manage office suppliers, service providers, and contracts, ensuring value for money, high quality, and continuity of service.
• Deliver a positive workplace experience by coordinating office initiatives, managing supplies, and responding to employee needs.
• Passionate about creating a welcoming, comfortable, and engaging environment for employees and visitors
• Coordinate office-based onboarding for new starters, ensuring a smooth, organised, and welcoming first-day experience,
• Provide a professional and welcoming front-of-house presence.
• Oversee phone contract management and device log
• Take responsibility for all meeting rooms - ensuring they are clean, tidy and reset after use, with equipment functioning correctly and ready for the next meeting
• Oversee AV and technology setup across meeting rooms, including screens, conferencing equipment, video call systems and room booking tools - proactively checking these are operational and troubleshooting minor issues as they arise
• Conduct regular inspections and floor walks to ensure visual and operational compliance, proactively identifying and resolving issues, liaising with our landlord who owns hard facilities services
• Team Assistance
• Support the EA in managing fast-paced diaries across the group's Executive Leadership Team, coordinating scheduling priorities and flagging conflicts proactively
• Prepare meeting agendas, documents and briefing materials; using AI tools to take accurate and confidential notes and track actions through to completion
• Coordinate 1:1s, team meetings and wider business meetings via teams, zoom & in person
• Set up board and in-person meetings, including room preparation, AV setup, refreshments and ensuring a professional environment for all attendees
• Assist with the coordination of domestic and international travel, including flights, accommodation and itineraries, working to briefs set by the EA
• Provide comprehensive administrative support including expense collation, invoice processing and document preparation
• Maintain accurate and well-organised filing systems, records and documentation
• Run occasional errands in support of the executive team and office operations as needed
• Support the EA on the logistics of company events, offsites, socials and conferences - including venue research, supplier liaison and attendee coordination
• Support the administration of the Dot Group's internal KYC process, including managing the collation, certification, notarisation and legalisation of Directors' documents in a central and secure location and providing teams with documents when requested
• Provide ad hoc administrative support to the wider London team as needed

Requirements

About you

• Highly organised with the ability to manage multiple priorities simultaneously, remaining effective under competing demands
• Happy to spend the majority of your working time in the office offering on the ground support, with occasional working from home where possible
• Exceptional attention to detail and accuracy across all tasks
• Flexible and collaborative, with a willingness to support both executive and wider team needs
• Confident in building strong working relationships across all levels, with a visible and approachable presence in the office and a friendly and positive demeanour
• Excellent written and verbal communication skills, with a high level of professionalism
• Able to handle sensitive and confidential information with discretion and integrity
• Proactive and forward-thinking, with the ability to anticipate needs and take initiative in a fast-paced environment
• Calm, adaptable and solutions-focused under pressure
• Strong experience using Microsoft Office (Outlook, Word, Power Point, Excel) and collaboration tools (e. g. Teams, Slack).
• Ability to manage multiple priorities with a high level of autonomy and minimal supervision.
• Strong understanding of how to operate effectively in a professional, corporate environment
• Positive, flexible attitude with team first mindset

Benefits

We offer a great package of benefits: you'll benefit from Vitality private medical insurance (for any health issues, but also the all important 50% off Virgin Active, Pure Gym or Nuffield, plus Itsu and Caffe Nero discounts and freebies), life assurance cover, 25 days annual leave plus bank holidays, a volunteering day, access to lots of training and learning support, and a fun and friendly working environment.