Office Administration and PA

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. Conduct periodic checks across: Heating, air-conditioning, plumbing, electrical systems
2. Fixtures, fittings, and general upkeep
3. Identify issues and coordinate timely resolution through vendors

2. Vendor & Facilities Coordination

1. Liaise with building management and external vendors for: Maintenance, repairs, and servicing
2. Coordinate quotes and ensure timely execution of required work
3. Be 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. Maintain structured trackers for: Property-related issues
2. Vendor activities
3. Administrative and HR tasks
4. Ensure timely follow-ups and closure of all open items
5. Uphold 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