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Administrative & Office Assistant

Job ID: 161283
Brand: Tracoin
Location: London

The Role 

As the Administrative & Office Assistant, you will play a pivotal role in providing high-level admin support to the Managing Director and ensure smooth day-to-day office operations. This role involves a combination of admin, organisational and communication tasks to support the efficient functioning of the workplace. As such, you will need to enjoy working independently within a fast-paced environment, have plenty of initiative and strong communications skills, the ability to think on your feet and prioritise accordingly, along with diplomacy and tact when dealing with confidential and sensitive matters. Excellent English, a strong eye for detail and advanced writing skills are essential for this varied role. 

Key Responsibilities 

  • Manage the Managing Director's calendar, including scheduling and preparing materials for appointments and meetings.
  • Arrange domestic and international travel, ensuring plans align with the Director's preferences.
  • Draft, proofread, and edit correspondence, reports, and presentations.
  • Prepare meeting agendas and documentation.
  • Handle sensitive information discreetly and maintain confidentiality.
  • Track and reconcile expenses, ensuring timely submission of reports.
  • Undertake ad-hoc tasks and projects as assigned.
  • Serve as a contact point for employees, clients, and visitors.
  • Assist the Office and Wellbeing Manager in daily office operations, maintenance, and wellness activities.
  • Coordinate with vendors and service providers for office needs.
  • Support business improvement projects and maintain relevant systems and documentation.
  • Act autonomously, making decisions in line with company policies.
  • Prioritize and manage multiple tasks and projects simultaneously.

Experience & Skills

  • Fluent in English (written and spoken); additional European language is a plus.
  • Proven experience in executive assistance, office management, or facilities coordination.
  • Proficient in MS Office suite and relevant software.
  • Strong attention to detail.
  • Excellent organizational, multitasking, communication, and interpersonal skills.
  • Familiar with health and safety regulations and compliance.
  • Ability to collaborate with cross-functional teams.
  • Strong problem-solving and decision-making skills.
  • Proactive and autonomous.

This role reports to the Managing Director of Tracoin. This is a full-time position on a hybrid basis - 2 days from home (Mon & Tues), and 3 days based in our London Victoria office.