- Act as the primary point of contact for the team
- Organize intricate travel arrangements in collaboration with travel agencies
- Coordinate flights, visas, hotels, and ground transportation for the team
- Schedule and manage in-person meetings, video calls, and booking of meeting rooms
- Handle team diary management
- Develop and maintain holiday/contact databases and company records
- Coordinate internal and external events
- Organize yearly investor meetings abroad
- Manage invoice follow-ups, filing, and administrative database maintenance
- Collaborate closely with the Executive Assistant to the CEO as required
- Supervise day-to-day office operations to enhance the work environment continuously
- Maintain a clean, well-equipped, and orderly office space
- Manage vendor and supplier relationships and contracts (cleaning, building management, office supplies)
- Ensure a secure office space compliant with Health and Safety protocols (PAT testing, First Aid, Fire Wardens)
- Plan and oversee the office budget
- Lead IT support, overseeing service provider support and contracts, equipment, and software/systems management
- Procure office supplies and refreshments
- Process travel insurance claims, manage travel expenses, and invoice collection
- Oversee the Carbon Neutral project and gather data for submission
- Handle personal expense preparation and reimbursement data for Partners and team members
- Assist with project tasks as necessary
- Communicate with office management, reception, cleaners, contractors, and escalate issues
- Schedule maintenance and repair tasks
- Experienced Team Assistant with some Office Management exposure
- 2-3 years of Team Assistant background, preferably in boutique finance
- Company willing to mentor, train, and support a junior candidate
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Team PA - Central London, United Kingdom - Angela Mortimer Plc - International Division
Description
Team Executive Assistant - Boutique Finance Company
Established in the West End
Flexible working arrangements available
Choose between 8.30am-5.30pm or 9-6pm shifts
Key Responsibilities:
Office Management:
The suitable candidate: