Job Description
Admin Assistant / Reception cover Team & Culture You will be joining a small, close-knit and supportive administration team. The team takes pride in a collaborative approach, with a shared ethos that no task is too small and that everyone supports one another to ensure the smooth running of the office. General Administration • Manage the ordering and monitoring of stationery and presentation materials • Maintain appropriate stock levels of kitchen and office supplies • Prepare presentation documents, including binding and photocopying • Coordinate maintenance requests, including liaising with air conditioning engineers and external contractors • Arrange courier services, including bike couriers, FedEx, and general post • Support the coordination of company events, team socials, and client dinners • Compile and process expense reports for junior analysts • Provide day-to-day support to the wider Administration team as required Reception Responsibilities (as required, including lunchtimes and holiday cover) • Ensure meeting rooms are prepared to a high standard, including set-up and clear-down • Maintain a professional and welcoming reception area, including restocking refreshments • Coordinate and test video/Zoom conferencing facilities, liaising with IT teams across New York, London, and Paris • Welcome and assist guests, ensuring a positive first impression • Manage the main reception phone line, including screening and directing calls and handling enquiries efficiently Facilities & Operational Support • Escort contractors on-site and provide ad hoc support to the Facilities Manager and Operations team • Coordinate in-house catering, including lunches, refreshments for meetings, and in-house client dinner Person Specification • Previous experience within a reception or professional office environment is desirable • Proficient in Microsoft Word and Outlook • Strong interpersonal, verbal, and written communication skills • A collaborative team player with a proactive and flexible approach • Highly organised, with the ability to prioritise and manage multiple tasks effectively Working Hours • Core hours: 9:30am – 6:00pm • A flexible approach is required, with willingness to work outside core hours when necessary