Office Assistant & Office Manager

Job Description

Be at the heart of a growing business

We are looking for an organised, proactive and enthusiastic Office Assistant & Office Manager to support our two Co-Founders and ensure the smooth running of the office.

This is an exciting opportunity for someone with circa 2 years' experience who wants more than a traditional administrative role. You'll work closely with senior leadership, gain valuable commercial exposure and develop your skills within a growing financial services group.

They are a close-knit, ambitious team and are looking for someone who is keen to learn, take responsibility and grow with the business.

Key Responsibilities

Executive Support

• Manage the Co-Founders' diaries, scheduling meetings, resolving clashes and managing priorities.
• Monitor and manage inboxes, prioritising urgent correspondence and following up on outstanding matters.
• Arrange travel, accommodation and logistics when required.
• Handle confidential and commercially sensitive information with complete discretion.

Meetings & Administration

• Prepare board papers, meeting agendas and concise executive summaries.
• Coordinate meeting packs and chase contributors for information ahead of meetings.
• Take meeting notes and circulate agreed actions, owners and deadlines.
• Track outstanding actions and ensure they are followed up and completed.

Office Management

• Manage the day-to-day running of the office.
• Oversee office supplies, equipment, facilities and suppliers.
• Welcome visitors and ensure clients and guests receive a professional and friendly reception.
• Assist with onboarding new team members, including desks, equipment and office introductions.

Events & Team Support

• Organise and host client meetings, broker events and team socials.
• Provide administrative support to the COO, Group Financial Controller and wider team.
• Assist with research, ad hoc projects and other business requirements as the Group grows.

What We're Looking For

• Circa 2 years' experience in office administration or a similar role.
• Excellent organisational skills and strong attention to detail.
• Excellent written and verbal communication skills.
• Confident using Microsoft 365, including Outlook, Word, Excel and PowerPoint.
• Able to manage competing priorities and work effectively under pressure.
• Comfortable communicating with senior stakeholders, clients and business partners.
• Proactive, reliable, discreet and professional.
• Naturally curious, with a genuine interest in learning how a business operates.
• A positive, flexible and team-oriented approach, with a natural instinct for looking after people.
• Experience in financial services, property or a fast-paced SME would be advantageous but is not essential.
• A degree is welcome but not required.

What We Offer

• Competitive salary of £40,000–£42,000.
• Discretionary annual bonus.
• Additional employee benefits.
• Direct exposure to the Co-Founders and senior leadership team.
• Hands-on training and investment in your professional development.
• The opportunity to develop into a senior EA or Operations role.
• A friendly, close-knit and supportive working environment.
• The opportunity to make a genuine contribution to a growing business.

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.