Junior Team Assistant

United Kingdom·Londonentry

Team AssistantAdministration & Office Support

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Quick Summary

Key Responsibilities

Previous experience as an Executive Assistant is not required. Experience in hospitality, customer service, operations, administration or another fast-paced environment is welcome.

Technical Tools

Team AssistantAdministration & Office Support

Responsibilities

~2 min read

→Research, plan and coordinate domestic and international travel, including flights, hotels, ground transportation and visas.
→Prepare detailed travel itineraries, boarding passes and other relevant documentation.
→Coordinate with the security team and other stakeholders to ensure smooth travel arrangements.
→Handle last-minute changes, cancellations and unexpected requests with efficiency and flexibility.

→Early in your career: Previous experience as an Executive Assistant is not required. Experience in hospitality, customer service, operations, administration or another fast-paced environment is welcome.
→Tech-savvy: You're comfortable with Google Workspace and Slack, quick to learn new tools and interested in using AI to work more efficiently.
→Reliable and discreet: You understand the importance of confidentiality and can be trusted with sensitive business and personal information.
→A can-do attitude: You're happy to take on tasks big or small, and understand that no task is beneath you.
→Highly organised: You can juggle multiple priorities, stay on top of details and follow through without needing constant reminders.
→Proactive and resourceful: You don't wait to be told what to do. You anticipate needs, find solutions and take initiative.
→Calm under pressure: You can adapt quickly when plans change and handle last-minute requests without losing your cool.
→Flexible: You're comfortable working in a dynamic environment, occasionally adjusting your schedule to accommodate different time zones and business priorities.
→Strong communicator: You're professional, clear and confident when interacting with colleagues, external partners and senior stakeholders.

Support the Chief of Staff in managing the CEO's calendar, coordinating meetings and keeping schedules organised.
Schedule internal and external meetings across multiple time zones.
Prepare daily schedules, reminders and relevant briefing materials.
Take notes during regular meetings, track action items and follow up to ensure completion.
Help coordinate business and personal commitments, ensuring everything runs smoothly.

Coordinate catering, refreshments, meals and meeting room arrangements.
Help anticipate and manage the CEO's day-to-day needs, from organising coffee and meals to preparing meeting spaces.
Make restaurant reservations and coordinate hospitality arrangements for meetings and events.
Support ad hoc requests and assist with whatever is needed to keep the day running efficiently.

Track and process expenses, receipts and supporting documentation.
Maintain accurate and organised records.
Provide general administrative support to the Chief of Staff and CEO Office.

Assist with scheduling personal appointments, reservations and other logistical arrangements.
Handle ad hoc personal requests with professionalism, discretion and attention to detail.