Full job descriptionThis is a great opportunity for a Russian-speaking PA/administrative/office support candidate to join an international private investment firm based in the heart of London. This role is based on-site and requires the candidate to work from the Central London office five days per week.
You will provide essential administrative and front-of-house support from
the reception desk, ensuring the smooth day-to-day running of the office. Reporting to
the Operations/Office Manager, the role also involves ad-hoc PA assistance to the CEO and other departments, including Financial, Investments and Legal.
This is a hands-on role requiring a reliable, well-organised, and proactive individual who
is comfortable multitasking in a fast-paced environment. The Office Assistant will act as
a key point of contact for staff, management, guests, and external suppliers, and will play
an integral role in maintaining an efficient, welcoming, and professional office
environment.
Responsibilities
•Handle incoming and outgoing correspondence (emails, calls, mail).
•Monitor and renew permits, licences, insurance, and other key documentation.
•Maintain and organise office records and files.
•Schedule meetings, conference calls, travel arrangements, and manage the office
calendar.
•Maintain employee records and track attendance.
•Address office-related staff concerns and escalate when necessary.
•Negotiate and manage contracts with office suppliers.
•Order and monitor office supplies
•Meet and greet guests and visitors, ensuring a professional and welcoming
experience.
•Process invoices, expense reports, and reimbursements.
•Oversee office cleanliness and general maintenance.
•Co-ordinate with external IT support for troubleshooting technical issues and other IT providers as may be required.
•Manage office security and ensure compliance with safety regulations.
•Coordinate couriers for inbound and outbound deliveries.
•Format and edit documents as required.
•Photocopy, print, scan, and bind documents as needed.
•Assist with the production, maintenance, and updating of registers (e.g., outgoing post register, invoice register).
•Create and maintain accurate records within the filing system.
•Act as the main point of contact between management, employees, and external
vendors.
•Assist with internal communications and company announcements.
•Provide administrative support to various departments as needed.
•Act as a First Aider and Fire Marshal for the office; training will be provided.
•Assist with the planning, coordination, and execution of company events.
•Conduct research and prepare information or summaries as required.
• Executive PA support to the CEO when required.
• Organising creative and entertaining travel arrangements for the Principal.
•Carry out other ad hoc tasks as assigned by the Office Manager and CEO.
Key Skills
•Proven experience in an administrative, office support, or PA role.
•Strong organisational and multitasking skills with excellent attention to detail.
•Good administrative skills with knowledge of Excel, Outlook and other IT packages.
•Excellent verbal and written communication skills.
•Ability to handle sensitive information with discretion and professionalism.
•Strong interpersonal skills and a collaborative, team-oriented approach.
•Proactive and resourceful in addressing problems and finding solutions.
•Familiarity with office procedures, recordkeeping, and vendor management is an advantage.
•Experience coordinating with IT.
•Ability to prioritise workload and adapt to shifting priorities.
•Fluency in Russian and English is required.
•Experience working as a Personal Assistant or Executive Assistant, ideally.
•Comfortable working on your own initiative, whether performing tasks alone or
as part of a team.
Job Advantages
*Good package – benefits and yearly bonus.
*Office hours 8.30-5.30.
*Fantastic international team of professionals and management.
*A beautiful office in Central London.
*Close-knit, friendly, and supportive team.
*Diverse responsibilities.
*Secure long-term position.