Office Administrator

Job Description

About the company

We are working with an international investment firm based in London's West End. With a small office of eight people, the business offers a professional and collaborative working environment where everyone plays an important role in the smooth running of the office.

About the role

We are seeking an organised, proactive and tech-savvy Office Administrator to take responsibility for the day-to-day running of the London office on a 13-month contract.

This is a varied, hands-on role combining office management, expenses, invoice processing, event planning and administrative support. You will play a key role in ensuring the office runs efficiently while providing Executive Assistant support to the Director of Investor Relations and the Jersey team, alongside occasional administrative support for other members of the London office.

The role will also involve providing holiday cover for an existing Executive Assistant, so the ability to manage diaries, coordinate travel and respond to time-sensitive requests will be important.

Key responsibilities

• Manage the day-to-day running of the office, ensuring it is organised, well stocked and welcoming for colleagues and visitors.
• Liaise with suppliers, building management and service providers regarding facilities, maintenance and general office requirements.
• Arrange meetings, meeting rooms, catering and travel as required.
• Plan and coordinate team events, including the Christmas party, team dinners, social events and birthdays.
• Manage expenses for the London office and process incoming invoices.
• Provide Executive Assistant support to the Director of Investor Relations and the Jersey team, including diary coordination, travel bookings and meeting arrangements.
• Provide administrative support to other members of the London office when required.
• Provide holiday and absence cover for the Executive Assistant, including diary management, travel coordination and handling time-sensitive requests.
• Assist colleagues with straightforward IT queries, resolving basic issues where possible and coordinating with specialist IT support when needed.
• Maintain accurate office records and ensure administrative processes remain up to date.
• Take on additional administrative and operational responsibilities as business needs evolve.

About you

You will be a highly organised, resourceful and practical individual who takes pride in providing excellent support and maintaining an efficient, welcoming working environment. Comfortable working in a small team, you will be happy to use your initiative, manage competing priorities and turn your hand to a variety of tasks.

Ideally, you will have:

• Previous experience in office administration, office management or a similarly varied support role.
• Strong organisational skills and the ability to manage multiple priorities effectively.
• A proactive approach, with the confidence to take ownership and anticipate what needs to be done.
• Good IT skills, including confidence with Microsoft Office, meeting room equipment and everyday workplace systems.
• Excellent communication skills and a professional, approachable manner when dealing with colleagues, visitors and suppliers.
• The ability to handle confidential information with discretion.
• Flexibility to attend the office on a usual working-from-home day when meetings or business needs require it.
• Previous Executive Assistant experience, or experience providing EA holiday cover, would be highly desirable.

Working pattern

The role operates on a hybrid basis, with office attendance on Monday, Wednesday and Thursday, and working from home on Tuesday and Friday.

Occasional office attendance on a Tuesday or Friday may be required to accommodate meetings or other business needs.

Salary and benefits

• Salary of £40,000–£50,000, depending on experience.
• Completion bonus on successful completion of the 13-month contract.
• Hybrid working arrangement.

The opportunity

This is an excellent opportunity to join a professional international investment firm in a varied role where you can make a genuine contribution to the smooth running of the business.

You will work closely with senior colleagues, take ownership of office operations and become a valued member of a small, collaborative team. The role would suit someone who enjoys variety, thrives in a supportive environment and takes pride in delivering a high standard of administrative and operational support.

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity and inclusion strategy.

Bain and Gray specialise in administration and PA recruitment across London.  Roles typically include Receptionists, Team Assistants, EAs, Office Managers and PAs across all industry sectors. We are a boutique agency and as a result, are unable to respond individually to the high volume of applications. If you are already registered with us at Bain and Gray, please do not hesitate to contact your consultant directly.