This is a great opportunity for a Russian-speaking administrative/PA 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 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

• Meet and greet guests and visitors, ensuring a professional and welcoming experience.
• Process invoices, expense reports, and reimbursements.
• 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
• Oversee office cleanliness and general maintenance.
• Coordinate with external IT support and other IT providers for troubleshooting technical issues, 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, PA or receptionist 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 would be beneficial.
• 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.