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
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