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