Office Administration and PA

Office Administration and PA London

Role Details

• Role Title: Office Administration and PA
• Location: Mayfair Office and Regents Park Residence London
• Working Days: Monday Friday
• Working Hours: 9:00 am 6:00 pm (with flexibility / on-call support as required)
• Compensation: (gross per annum)
• Start Date: ASAP

Role Context

We are seeking a mature highly reliable and discreet individual to support the smooth functioning of the Mayfair office and a London-based residence.

This is a high-trust ownership-driven role requiring the individual to operate independently with strong judgement ensuring seamless execution across responsibilities.

The role is primarily focused on office administration and coordination complemented by personal assistance / property oversight ensuring smooth day-to-day functioning across all areas.

Key Responsibilities

A. Mayfair Office & Administrative Support

• Ensure the office is fully functional organised and presentable at all times
• Coordinate IT systems (Wi-Fi printers conferencing) office supplies and vendor services
• Support courier/post management and small team events and meetings
• Maintain IT and asset inventory
• Ensure adherence to basic compliance requirements (health & safety fire norms)

B. HR Administrative

1. Employee Experience & Connect

• Act as the first point of contact for basic employee/admin queries (London office)
• Facilitate regular employee connects across geographies and track follow-ups/actions

• Support employee engagement initiatives (communications team events informal connects etc.)

2. HR Coordination

• Liaise with India HR team for all local support and execution requirements
• Enable training coordination across teams (sales practice areas etc.)
• Facilitate cross-geography connects (UK US India) for learning collaboration and integration

3. Onboarding Support

• Support on-ground onboarding for London-based hires and visiting employees
• Ensure workspace readiness basic documentation and induction coordination

4. Data & Analysis Support

• Prepare basic HR dashboards (headcount attrition key metrics)
• Maintain trackers for employees vendors office/admin costs
• Support data collation and basic analysis in Excel

5. Presentation & Documentation

• Assist in preparing presentations (PPTs) reports and internal documentation
• Support creation of country-specific policy handbooks (including benefits)
• Maintain organised documentation and records repository

C. Personal Assistance

• Basic diary and schedule coordination (as required)
• Travel bookings visas and logistics
• Restaurant bookings events and local arrangements
• Running errands and handling ad-hoc requests
• Managing expenses invoices and reconciliations

D. Property & Residence Oversight

Provide periodic oversight (not day-to-day supervision) of the residence to ensure upkeep and readiness.

1. Property Oversight & Maintenance

• Ensure the residence is maintained to appropriate standards of presentation and functionality

1. 1. periodic checks across: Heating air-conditioning plumbing electrical systems

1. 1. fittings and general upkeep

1. 1. issues and coordinate timely resolution through vendors

2. Vendor & Facilities Coordination

1. 1. with building management and external vendors for: Maintenance repairs and servicing

1. 1. quotes and ensure timely execution of required work

1. 1. available on-site where required for vendor access / supervision

3. Budgeting & Expense Tracking

• Track and manage utility bills routine maintenance costs vendor payments and invoices
• Maintain basic oversight and reporting of expenses

4. Inventory & Readiness

• Maintain adequate stock of household and office supplies
• Ensure readiness ahead of principal or guest visits
• Coordinate deep cleans and setup as required

E. Reporting & Governance

1. 1. structured trackers for: Property-related issues
   2. activities
   3. and HR tasks

1. 1. timely follow-ups and closure of all open items

1. 1. discipline in documentation reporting and record-keeping

Behavioural Expectations

This role requires maturity judgement and ownership over task execution.

• Ownership & Reliability: Takes full responsibility and ensures closure of all tasks
• Discretion & Integrity: Handles confidential information with sensitivity
• Proactiveness: Anticipates needs and addresses issues early

• Attention to Detail: Maintains high standards across office property and documentation
• Maturity & Executive Presence: Calm composed and able to operate independently
• Coordination Skills: Manages multiple stakeholders seamlessly across geographies
• Problem-Solving: Resourceful and solution-oriented

Core Skills & Competencies

• Excellent time-management skills with the ability to prioritise effectively across multiple responsibilities
• Strong organisational and coordination skills
• High attention to detail
• Ability to manage vendors track expenses and maintain operational discipline
• Strong communication skills (written and verbal)
• Proficiency in MS Office (Excel PowerPoint)
• Comfort with basic data handling and reporting

Candidate Profile

1. 1. 5 years of experience in: Office administration / coordination roles

1. 1. / EA roles supporting senior stakeholders

1. 1. to high-trust confidential environments (HNIs / family offices preferred)

1. 1. ability to manage vendors and operations independently
   2. organisational and multitasking skills
   3. stability and longevity in prior roles

Additional Requirements

• Valid passport
• Clean UK driving licence and willingness to travel locally as required
• Eligibility to work in the UK