Executive Assistant and Office Admin - 9 Month FTC
Maternity Cover
Job Description
Smiths Detection is seeking a highly professional Executive Assistant & Office Support to join our London Arbor office on a job‑share basis.
This is a key on‑site role, combing executive assistance, office management, and front‑of‑house responsibilities, ensuring the smooth day‑to‑day operation of the office while providing high‑quality support to senior leaders.
Working closely with a job‑share partner, you will ensure continuity, professionalism, and a consistently excellent experience for employees, visitors, and senior stakeholders.
What You’ll Be Doing
* Provide high‑quality administrative support to senior leaders, including diary and inbox management, travel arrangements, and meeting coordination.
* Prepare agendas, presentations, reports, and meeting minutes, ensuring actions are tracked and followed up.
* Manage confidential and commercially sensitive information with the highest levels of discretion.
* Act as a key point of contact for internal and external senior stakeholders.
* Support and coordinate senior leadership meetings, workshops, and events.
Office Management & Workplace Support
* Oversee daily office operations to ensure a safe, organised, and professional working environment.
* Manage office supplies, equipment, and facilities issues, liaising with contractors and building management.
* Support onboarding for new starters, including office set‑up and access requi
* Assist with health & safety activities, compliance checks, and incident logging where r
Reception & Front of House
* Act as a welcoming, professional first point of contact for visitors and guests.
* Manage meeting rooms, visitor sign‑ins, general enquiries, and reception.
* Coordinate incoming and outgoing post and deliveries.
* Arrange hospitality for meetings and visitors.
Job Share Collaboration
* Work closely with your job‑share partner to ensure seamless delivery of all responsibilities.
* Provide appropriate cover during planned absences where possible.
* Maintain clear communication to ensure priorities, tasks, and deadlines are effectively managed.
What We’re Looking For
* Significant experience as an Executive Assistant, ideally supporting senior leaders.
* Experience in a combined EA / Office Manager / Reception or similar operations.
* Excellent organisational skills, with the ability to manage multiple priorities in a job‑share.
* Strong interpersonal and communication skills, with confidence engaging senior leaders.
* A high level of professionalism, discretion, and confidentiality.
* Strong IT skills, including experience using Microsoft office
* A proactive, solutions‑focused approach and the ability to work both independently and collaboratively.
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