iXceed Solutions
Office Administrator & Personal Assistant (PA)
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Office Administrator & Personal Assistant (PA)
Location: London, UK
Working Days: Monday – Friday
Working Hours: 9:00 AM – 6:00 PM (Flexibility / on-call support as required)
Start Date: ASAP
Role Overview
Seeking a reliable and highly organized Office Administrator & PA to manage office operations, administrative support, vendor coordination, HR assistance, and personal assistance responsibilities for senior stakeholders.
Key Responsibilities
Office & Facilities Administration
- Ensure office and residence operations are organized, functional, and well-maintained.
- Manage office supplies, IT coordination (Wi-Fi, printers, conferencing), assets, and vendors.
- Coordinate couriers, meetings, events, maintenance, and facility requirements.
- Maintain compliance with basic health & safety and operational standards.
HR & Employee Support
- Act as the first point of contact for employee/admin queries.
- Support onboarding, employee engagement activities, and cross-geography coordination.
- Liaise with HR teams for training, documentation, and employee initiatives.
- Maintain HR trackers, dashboards, and basic reporting.
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Personal Assistance
- Manage diaries, schedules, travel arrangements, visas, and logistics.
- Coordinate meetings, restaurant bookings, events, and local arrangements.
- Handle expenses, invoices, reconciliations, and ad-hoc requests with discretion.
Vendor & Expense Management
- Coordinate with building management and external vendors.
- Manage maintenance requests, quotations, payments, and service follow-ups.
- Track expenses, utilities, invoices, and administrative costs.
Reporting & Documentation
- Maintain structured trackers for HR, vendors, property, and administrative activities.
- Prepare reports, presentations, and internal documentation.
- Ensure accurate record keeping and timely closure of tasks.
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Key Skills & Competencies
- Strong organisational and multitasking skills.
- Excellent communication and stakeholder management abilities.
- High attention to detail and ownership mindset.
- Ability to manage confidential information with discretion.
- Strong MS Office skills (Excel, PowerPoint).
- Experience with basic reporting, documentation, and expense tracking.
Candidate Profile
- 1–2+ years of experience in Office Administration, Executive Assistant, Personal Assistant, or Operations Coordination roles.
- Experience supporting senior stakeholders in high-trust environments preferred.
- Ability to independently manage vendors, operations, and administrative activities.
- Strong reliability, professionalism, and problem-solving approach.
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
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