Office Admin Assistant

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Job Title: Office & Administrative Assistant
Location: Bristol, United Kingdom (with flexibility to work on a part-time basis)
Reports To: UK Chief Operating Officer (COO)
Functional Reporting Line: Executive Assistant to the UK COO (based in Australia)

Role Overview

We are seeking a highly organised and proactive Office & Administrative Assistant to provide essential support to the UK Chief Operating Officer (COO) and his leadership team, working closely with the COO's Executive Assistant (EA). This role offers the opportunity to be an integral part of a small dynamic team while providing administrative support, meeting coordination, and office management.

Key Responsibilities

Executive & Team Support

• Provide day-to-day administrative support to the UK COO and his direct reports, ensuring a seamless flow of operations.
• Collaborate with the Executive Assistant (EA) in Australia to ensure updates to the COO's diary are handled within the UK time zone, focusing on scheduling adjustments and meeting coordination.
• Assist with domestic and, where necessary, international travel bookings, managing itineraries and accommodations via the Corporate Traveller platform, and liaise with the account manager for complex bookings.
• Take responsibility for compiling inputs for UK team meetings and board papers, ensuring timely submission and proper formatting.
• Coordinate UK team meetings, including room bookings, calendar invites, and agenda preparation.
• Attend selected meetings to take minutes, accurately capture action items, and ensure timely follow‑up.

Office Management

• Act as the key point of contact for all day‑to‑day office operations, overseeing the smooth running of the UK office environment.
• Manage facilities‑related responsibilities, liaising with service providers, and ensuring that the office is always in good working condition.
• Ensure timely payment of invoices and utilities related to office operations, tracking essential building‑related expenses.
• Serve as the office key holder and first responder in case of emergency situations, ensuring protocols are followed.
• Act as Health & Safety lead, ensuring compliance with regulations and overseeing the safety of the office environment.

Expense & Administrative Support

• Provide support with travel expense claims, ensuring they are submitted accurately and on time, in accordance with company policy.
• Liaise with Finance and other teams to address any operational issues affecting the UK office.

Key Skills & Experience

• Proven experience in an administrative or office support role, ideally with experience supporting senior leadership teams.
• Strong organisational and time‑management skills, with the ability to prioritise tasks and manage competing deadlines.
• Exceptional communication skills, both written and verbal, with an eye for detail and the ability to coordinate with multiple stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with collaboration tools like Teams is a plus.
• Ability to work independently, with a high degree of professionalism, integrity, and confidentiality.
• Experience in office management, including basic facilities management, vendor coordination, and Health & Safety compliance, is advantageous.
• Flexibility in approach and the ability to handle changing priorities and demands effectively.

Personal Attributes

• Proactive, dependable, and adaptable with a can‑do attitude.
• Strong team player with the ability to collaborate across functions and geographies.
• Excellent at problem‑solving and managing multiple tasks simultaneously.
• Comfortable working in a fast‑paced environment and managing a variety of responsibilities.

Location & Working Arrangement

The role is based in Bristol, UK, and we require candidates to either live in or around the area, or be able to commute to and from the office easily at short notice. Due to many of our engagements happening with our colleagues back in Australia, there will be an expectation to work flexibly—i.e. early mornings and, where needed, late nights. We are happy to consider part‑time applicants and are open to flexible working arrangements. If you’re looking for a more flexible or reduced‑hours schedule, we’d love to hear from you!

Seniority level

• Entry level

Employment type

• Full‑time

Job function

• Administrative

Industries

• Office Administration

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