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Office Assistant

2 months ago

London, UK, United Kingdom Instinctif Partners Full time

Role Overview

We are seeking a dynamic and enthusiastic Office Assistant to join our team. The ideal candidate will be the first point of contact for visitors, delivering an exceptional first impression through professional and friendly reception duties.


This role is pivotal in ensuring a smooth and efficient operation of the Front of House and overall office environment. Beyond reception responsibilities, the Office Assistant will support various teams with a range of administrative tasks, demonstrating exceptional organisational skills, a proactive attitude, and the ability to multitask effectively.


Duties/Responsibilities


Front of House

  • Answer and process inbound queries via email and our switchboard, ensuring prompt and professional communication.
  • Meet and greet clients and visitors, ensuring guests are welcomed warmly and directed to the appropriate host.
  • Manage meeting room bookings, including allocating rooms and maintaining a tidy and presentable environment at all times.
  • Arrange refreshments and catering for meetings, liaising with suppliers to meet requirements.


Client/External events

  • Coordinate and manage the logistics of large meetings and events, both in-office and offsite, ensuring all details are handled efficiently.
  • Maintain relationships with offsite venues to secure the best possible rates for events and meetings.
  • Provide occasional on-site support during offsite events, assisting with setup, registration, guest management, and any other tasks necessary to ensure the event runs smoothly.


Office Administration and Team Support

  • Manage the desk booking system for staff.
  • Oversee the logistics of large meetings and events, collaborating with IT and Facilities teams to arrange the setup of meeting rooms.
  • Monitor and manage stock levels of kitchen consumables, reordering supplies as needed.
  • Handle travel bookings, including international travel, ensuring compliance with the Company’s travel policy.
  • Process invoices accordingly, ensuring that costs are correctly charged to relevant departments or client codes.
  • Provide ad hoc administrative support to other teams as needed.


Person Specifications/Requirements

  • A flexible attitude towards working hours is essential, as you may need to work extra hours or adjust your usual schedule to meet job requirements.
  • Proactive and hands on approach.
  • Excellent communication and interpersonal skills.
  • Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met.
  • Accurate and exceptional attention to detail.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management software.
  • Previous experience in a similar role is preferred but not required.
  • Understands the importance of using discretion.


Benefits:

  • 25 days of holiday + 3.5 days for Christmas break + your birthday off.
  • 2 personal days for moving house, getting married, or religious celebrations.
  • 2 volunteer days.
  • Paid emergency parental leave (up to 5 days).
  • Private health insurance.
  • Pension scheme.
  • Enhanced maternity & paternity leave.
  • Individual and social celebrations.
  • Annual and new business bonus schemes.


At Instinctif Partners, we promote a diverse and inclusive working environment where everyone is valued and encouraged. We welcome applicants from all backgrounds, especially those who are underrepresented in our sector.