Reception and Ops Assistant - #2166504

My client are seeking a highly organised and proactive Operations Assistant to become an integral part of our London office. This is a varied and hands-on position that sits at the heart of the business, supporting the Operations team, senior stakeholders, and the wider organisation with a broad range of operational, administrative, and office management responsibilities.

As the first point of contact for visitors and external stakeholders, you will play a key role in maintaining a professional and welcoming office environment while ensuring the smooth day-to-day running of the business. The successful candidate will thrive in a fast-paced, entrepreneurial environment, enjoy juggling multiple priorities, and take pride in delivering exceptional support across a wide range of business functions.

No two days are the same in this role. Combining office management, executive coordination, operations support, finance administration, and legal coordination, this position offers excellent exposure across the business and would suit someone looking to build a long-term career within operations and business support.

Key Responsibilities

Operations & Office Management

• Coordinate complex diary management and meeting scheduling for senior stakeholders, including Partner-level executives.
• Manage and coordinate internal meetings across the business, including weekly leadership meetings, strategy sessions, and company-wide calls.
• Arrange external meetings, presentations, and feedback sessions, ensuring all associated documentation and follow-up actions are completed.
• Act as the first point of contact for visitors, creating a professional and welcoming office experience.
• Handle incoming telephone calls, correspondence, and post distribution.
• Manage relationships with external office providers and suppliers, acting as the primary day-to-day liaison.
• Oversee the smooth operation of the office environment, including facilities management, office supplies, and IT-related coordination.
• Support and deliver office improvement initiatives and operational projects.
• Arrange internal and external catering, lunches, and hospitality requirements.
• Assist with employee onboarding and offboarding processes, ensuring a seamless employee experience.
• Perform Health & Safety and Fire Warden responsibilities.
• Attend and contribute to operational meetings and team discussions.
• Provide holiday cover for Know Your Customer (KYC) and compliance-related processes.
• Organise company events, team offsites, client entertainment, seasonal celebrations, and social activities.
• Coordinate employee recognition activities, including gifts, cards, and leaving events.

Finance Administration

• Reconcile corporate card expenditure against receipts and supporting documentation.
• Monitor compliance with company expense policies and procedures.
• Support weekly payment runs and invoice processing activities.
• Maintain invoice tracking and payment schedules to support review and approval processes.
• Provide general administrative support to the Finance function as required.

Candidate Profile

We are looking for an ambitious, organised, and detail-oriented individual who enjoys being the go-to person within an office environment and takes pride in ensuring everything runs smoothly.

Skills & Experience

• Previous experience in an Operations Assistant, Team Assistant, Office Coordinator, Reception & Administration, or Business Support role.
• Diary and meeting coordination experience using Google Workspace/Gmail.
• Excellent organisational and prioritisation skills, with the ability to manage multiple tasks simultaneously.
• Attention to detail and a commitment to delivering accurate work.
• Professional and confident communication skills, both written and verbal.
• Highly proficient with technology and comfortable learning new systems and platforms.
• A proactive approach to identifying efficiencies and improving processes.
• A genuine interest in AI and emerging technologies and how they can enhance operational effectiveness.
• Positive, adaptable, and collaborative approach with a willingness to support across a variety of business functions.

Why Join?

This is an excellent opportunity to join a collaborative and growing business where you will gain exposure to operations, finance, compliance, office management, and executive support. The role offers significant variety, responsibility, and the chance to become a trusted and valued member of a close-knit team.

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