The Dot Group
Team assistant and office manager - London
London
£35k – £40k/yr
Posted 1 day ago
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We're looking for a bright, professional and energetic team assistant to join us in our new offices in Holborn, London.
You'll be responsible for:
Office Management
- Take full ownership of the day-to-day running of the London office, ensuring a professional, efficient, and well-maintained working environment
- Manage office suppliers, service providers, and contracts, ensuring value for money, high quality, and continuity of service
- Deliver a positive workplace experience by coordinating office initiatives, managing supplies, and responding to employee needs
- Passionate about creating a welcoming, comfortable, and engaging environment for employees and visitors
- Coordinate office-based onboarding for new starters, ensuring a smooth, organised, and welcoming first-day experience
- Provide a professional and welcoming front-of-house presence
- Oversee phone contract management and device log
- Take responsibility for all meeting rooms - ensuring they are clean, tidy and reset after use, with equipment functioning correctly and ready for the next meeting
- Oversee AV and technology setup across meeting rooms, including screens, conferencing equipment, video call systems and room booking tools - proactively checking these are operational and troubleshooting minor issues as they arise
- Conduct regular inspections and floor walks to ensure visual and operational compliance, proactively identifying and resolving issues, liaising with our landlord who owns hard facilities services
Team Assistance
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- Support the EA in managing fast-paced diaries across the group's Executive Leadership Team, coordinating scheduling priorities and flagging conflicts proactively
- Prepare meeting agendas, documents and briefing materials; using AI tools to take accurate and confidential notes and track actions through to completion
- Coordinate 1:1s, team meetings and wider business meetings via teams, zoom & in person
- Set up board and in-person meetings, including room preparation, AV setup, refreshments and ensuring a professional environment for all attendees
- Assist with the coordination of domestic and international travel, including flights, accommodation and itineraries, working to briefs set by the EA
- Provide comprehensive administrative support including expense collation, invoice processing and document preparation
- Maintain accurate and well-organised filing systems, records and documentation
- Run occasional errands in support of the executive team and office operations as needed
- Support the EA on the logistics of company events, offsites, socials and conferences - including venue research, supplier liaison and attendee coordination
- Provide ad hoc administrative support to the wider London team as needed
Requirements
About you:
- Highly organised with the ability to manage multiple priorities simultaneously, remaining effective under competing demands
- Happy to spend the majority of your working time in the office offering on the ground support, with occasional working from home where possible
- Exceptional attention to detail and accuracy across all tasks
- Flexible and collaborative, with a willingness to support both executive and wider team needs
- Confident in building strong working relationships across all levels, with a visible and approachable presence in the office and a friendly and positive demeanour
- Excellent written and verbal communication skills, with a high level of professionalism
- Able to handle sensitive and confidential information with discretion and integrity
- Proactive and forward-thinking, with the ability to anticipate needs and take initiative in a fast-paced environment
- Calm, adaptable and solutions-focused under pressure
- Strong experience using Microsoft Office (Outlook, Word, PowerPoint, Excel) and collaboration tools (e.g. Teams, Slack)
- Ability to manage multiple priorities with a high level of autonomy and minimal supervision
- Strong understanding of how to operate effectively in a professional, corporate environment
- Positive, flexible attitude with team first mindset
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Benefits
We offer a great package of benefits: you'll benefit from Vitality private medical insurance (for any health issues, but also the all important 50% off Virgin Active, Pure Gym or Nuffield, plus Itsu and Caffe Nero discounts and freebies), life assurance cover, 25 days annual leave plus bank holidays, a volunteering day, access to lots of training and learning support, and a fun and friendly working environment.
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Skills
Organizational Skills
Attention to Detail
Communication Skills
Confidentiality
Proactivity
Microsoft Office
Collaboration Tools
Problem Solving
Time Management
Teamwork
Customer Service
Diary Management
Event Coordination
Travel Coordination
Administrative Support
Technology Setup
Location