Office Assistant & Reception Manager

Connecting clients to markets – and talent to opportunity. With 5,400+ employees and over 80,000 institutional, commercial, and payments clients, we operate from more than 80 offices spread across six continents. As a Fortune 100, Nasdaq-listed provider, we connect clients to the global markets – focusing on innovation, human connection, and providing world-class products and services to all types of investors.

This is a full-time, office-based role (5 days per week) responsible for managing the front-of-house function and leading the reception team, ensuring seamless service delivery and operational efficiency. The role is not reception-based but requires providing cover when needed, including during holidays and sickness. It also provides key administrative support to the Office Management team, supporting the effective running of office operations.

Key Responsibilities

• Reception & Front-of-House Management
  • Oversee the day-to-day operations of the reception function, ensuring a professional and efficient service at all times.
  • Manage and support two receptionists, including rota coordination, performance oversight, and training.
  • Ensure adequate reception cover at all times, including peak periods and absences.
  • Step in to provide reception cover where required.
• Records Management & Audits
  • Monitor and maintain archiving systems and processes.
  • Notify relevant teams when archived items are due for recall, re-archiving, or destruction.
  • Prepare documentation and data to support quarterly audits.
  • Maintain and monitor access control records, including Access Denied and Granted reports.
• Travel & Event Coordination
  • Coordinate business travel arrangements, including flights, accommodation, and visas.
  • Manage hotel bookings for staff and visitors.
  • Support the planning and delivery of internal and external events.
• Office & Facilities Support
  • Perform general administrative duties including filing, data entry, and document management.
  • Maintain and regularly update the office hub/intranet with relevant information.
  • Monitor daily office attendance and produce monthly reports for stakeholders.
  • Support general office operations to ensure a well-functioning workplace environment.
• Health & Safety
  • Act as a designated First Aider and Fire Warden.
  • Coordinate annual DSE (Display Screen Equipment) assessments, following up on any issues and ensuring appropriate actions are taken.
• Additional Support
  • Assist with the management and allocation of sports tickets and O2 arena bookings.
  • Provide administrative support across multiple teams, maintaining a proactive and collaborative approach.
  • Support ad-hoc projects and business initiatives as required.

Qualifications

What you need to land this role:

• Proven experience in an administrative, office management, or front-of-house supervisory role.
• Strong organizational skills with excellent attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Professional, approachable, and service-oriented mindset.
• Highly organized and proactive.
• Strong problem-solving skills.
• Ability to prioritize and manage multiple tasks effectively.
• Discreet and trustworthy when handling sensitive information.

What makes you stand out:

• Experience managing or overseeing staff is desirable.

Working Environment:

5 days onsite per week. Ability to work independently while maintaining strong team collaboration.