25 Maintain Office Supplies jobs in London

Administrative Assistant

An exciting opportunity has arisen at Whiskey & Wealth Club for a proactive and ambitious candidate to join a fast-growing and dynamic company where you will be an integral member of the team with unlimited opportunities for progression and growth.

Position Overview:

We are seeking a versatile Administrative Assistant with experience in travel coordination to join our dynamic team. In this role, you will provide comprehensive administrative support to ensure the smooth operation of our office while also managing travel arrangements for our staff and board members. This is an exciting opportunity for an organized and proactive individual to contribute to our company's success and enhance the overall employee experience.

Key Responsibilities:

• Manage the day-to-day administrative tasks, including answering phones, responding to emails, and handling correspondence.
• Coordinate travel arrangements for staff and board members, including flights, accommodations, transportation, and itinerary planning.
• Research and recommend travel options that align with budgetary guidelines and meet the preferences and needs of travellers.
• Liaise with external travel agencies, hotels, and transportation providers to negotiate favorable rates and secure bookings.
• Prepare travel itineraries, agendas, and other documentation to ensure all travel arrangements are clear and well-coordinated.
• Assist with scheduling meetings, appointments, and events, and prepare meeting materials as needed.
• Maintain accurate records of travel expenses and reconcile travel-related invoices and receipts.
• Provide general office support, such as ordering supplies, organizing files, and assisting with special projects as assigned.

Qualifications:

• Proven experience as an Administrative Assistant or similar role, preferably in a corporate environment.
• Previous experience in travel coordination or as a travel agent is required.
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks efficiently.
• Strong communication and interpersonal skills, both written and verbal.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook) and familiarity with travel booking platforms.
• Ability to work independently with minimal supervision and prioritize tasks effectively.
• Discretion and professionalism when handling sensitive and confidential information.
• A positive attitude and willingness to collaborate with team members to achieve common goals.

Benefits:

• Competitive salary based on experience.
• Opportunities for professional development and career advancement within a growing company.
• Access to exclusive whiskey tastings and events.
• Convenient location in Richmond, with easy access to public transportation and nearby amenities.

About Gift&Go

Gift&Go is revolutionising the gifting industry with our award-winning SaaS platform, transforming how businesses reward and retain their customers and employees. By partnering with world-class retailers such as Amazon Business, we combine an extensive product range with seamless logistics to help companies build powerful marketing and rewards campaigns.

Our global gifting technology enables brands to create exceptional, personalised gifting experiences that drive loyalty and engagement. Whether it is customer acquisition, retention, or employee recognition, we make gifting smarter, faster and more impactful.

About the Role

We are looking for a hands-on, proactive Senior Administrative Assistant to play a key role in supporting the day-to-day operations across our Commercial and Supply Chain teams.

This is an excellent opportunity for someone who is a true doer, thrives in a fast-paced environment, and takes pride in making things run smoothly. As Gift&Go continues to grow and expand internationally, you will help to establish scalable processes across multiple countries, working closely with a collaborative and driven team.

You will be involved in everything from processing orders and assisting with product sourcing to coordinating marketing materials and managing a wide range of administrative tasks that keep our teams operating efficiently.

Key Responsibilities

Cross-Functional Support: Provide hands-on administrative assistance across the Supply Chain, Operations and Commercial teams. Step in where needed to keep things moving.

Order Processing: Support the Operations team with order entry, product sourcing and management of alternative product options, ensuring accuracy and timeliness at every stage.

Promotional Support: Assist with client campaign builds, product checks and stock ordering for promotional activities.

Catalogue Management: Curate and update product catalogues, keeping internal systems current with costs and availability. Manage monthly updates of gift card catalogues and client materials.

Reporting: Assist with preparing reports and updates for internal stakeholders, ensuring data and insights are presented clearly and on time.

Process Building: Contribute to improving workflows and documentation as we establish consistent processes across new markets and regions.

General Administration: Coordinate communication across teams and support ad hoc administrative tasks as required, demonstrating flexibility and a can-do attitude.

Requirements

·   Previous experience in an administrative, sales support or operations coordination role.

·   A self-starter attitude: proactive, adaptable and not afraid to get stuck in.

·   Strong attention to detail and excellent organisational skills.

·   Confident communicator with strong written and verbal communication abilities.

·   Proficient in Microsoft Office; experience with CRM or order management systems is an advantage.

·   Ability to manage multiple priorities and work effectively under pressure in a fast-paced environment.

·   A collaborative team player who takes initiative and helps the wider team achieve its goals.

What We Offer

·   Competitive salary and performance-based incentives

·   Career development opportunities in a fast-growing company

·   Hybrid working model with a minimum of three days in the office

·   20 days annual leave plus your birthday off

·   A fun, ambitious and supportive team culture where your contribution truly matters

• Manage and coordinate executive and team calendars, scheduling meetings and appointments.
• Organise and prepare agendas, materials, and minutes for meetings.
• Coordinate travel arrangements, including flights, accommodation, and itineraries.
• Handle incoming and outgoing correspondence, including emails and mail.
• Prepare reports, presentations, and other documents as required.
• Maintain organised electronic filing systems and databases.
• Perform data entry and manage financial records, such as processing invoices and expense reports.
• Provide general administrative support to various departments.
• Assist with special projects and ad-hoc administrative tasks.
• Ensure confidentiality and discretion in all administrative matters.

• High school diploma or equivalent; Associate's or Bachelor's degree is a plus.
• Proven experience as an Administrative Assistant, Executive Assistant, or in a similar administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams) and project management tools.
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• High level of attention to detail and accuracy.
• Ability to work independently and proactively in a remote setting.
• Discretion and ability to handle confidential information.

• Manage and coordinate complex calendars, scheduling meetings, appointments, and travel arrangements for senior executives.
• Act as the primary point of contact for internal and external stakeholders, screening and directing communications.
• Prepare, edit, and proofread correspondence, reports, presentations, and other documents.
• Organize and manage logistics for meetings, including room bookings, catering, and technology setup.
• Handle confidential information with the utmost discretion and professionalism.
• Conduct research and gather information to support executive decision-making.
• Manage expense reporting and reconcile corporate credit card statements.
• Coordinate travel arrangements, including flights, accommodation, and itineraries, both domestically and internationally.
• Assist with the preparation of board materials and executive presentations.
• Maintain organized filing systems, both physical and digital.
• Serve as a gatekeeper, managing access and information flow to and from executives.
• Provide general administrative support, including answering phones, managing mail, and office supplies.

• Proven experience as an Executive Administrative Assistant or similar high-level administrative role, supporting C-suite executives.
• Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills, with a keen eye for detail and grammar.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., Zoom, Microsoft Teams).
• Experience with calendar management and travel coordination.
• Ability to handle sensitive information with complete confidentiality.
• Proactive, resourceful, and able to anticipate needs.
• Professional and polished demeanor.
• Discretion and sound judgment.
• This role requires a minimum of 3 days per week in the London office, with the remaining days offering remote flexibility.

• Managing and maintaining executive calendars, scheduling appointments, and coordinating internal and external meetings.
• Arranging travel logistics, including flights, accommodation, and itineraries.
• Preparing, proofreading, and editing correspondence, reports, and presentations.
• Acting as a point of contact for internal and external stakeholders, answering phone calls, and responding to emails.
• Managing office supplies, ordering necessary items, and maintaining an organized filing system.
• Assisting with event planning and coordination, including venue booking and catering.
• Processing expense reports and managing invoices.
• Providing general administrative support, such as photocopying, scanning, and data entry.
• Maintaining a high level of confidentiality regarding sensitive company information.
• Collaborating with other administrative staff to ensure smooth office operations.
• Undertaking ad-hoc projects as required by senior management.

• Manage and maintain complex executive calendars, scheduling meetings and appointments.
• Arrange domestic and international travel, including flights, accommodation, and visas.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Screen and prioritize incoming communications, acting as a gatekeeper for executive time.
• Organize and manage internal and external meetings, including logistics and minute-taking.
• Handle confidential information with the utmost discretion.
• Manage office supplies and equipment, ensuring smooth operational flow.
• Liaise with clients, vendors, and other internal departments on behalf of executives.
• Assist with event planning and execution as needed.
• Perform general administrative duties, such as filing, copying, and data entry.

• Proven experience as an Executive Administrative Assistant or similar role.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• High level of discretion and professionalism.
• Ability to multitask and prioritize effectively.
• Experience supporting C-suite executives is a significant advantage.

• Manage and maintain complex, dynamic calendars for multiple executives, scheduling appointments, meetings, and travel arrangements.
• Prepare agendas, meeting materials, and presentations; take accurate minutes and track action items.
• Coordinate all aspects of executive travel, including flights, accommodation, ground transportation, and visa arrangements, ensuring efficiency and cost-effectiveness.
• Screen and prioritize incoming communications (emails, calls, mail), drafting professional responses as needed.
• Serve as a primary point of contact for internal and external stakeholders, demonstrating excellent communication and interpersonal skills.
• Conduct research and gather information to prepare reports and briefings for executive review.
• Manage expense reports and corporate card reconciliation for executives.
• Maintain organized digital and physical filing systems for confidential documents.
• Assist with special projects and initiatives as assigned by the executive team.
• Anticipate the needs of the executives and proactively address potential issues.
• Ensure smooth logistical coordination for virtual and in-person (when applicable) meetings.

• Proven experience as an Executive Administrative Assistant or similar senior support role, ideally supporting C-suite executives.
• Exceptional organizational and time-management skills, with the ability to prioritize multiple tasks in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with video conferencing tools (Zoom, Teams).
• Excellent written and verbal communication skills, with a keen eye for detail and accuracy.
• High level of discretion and professionalism when handling confidential information.
• Ability to work independently with minimal supervision, demonstrating initiative and resourcefulness.
• Experience in coordinating international travel and managing complex itineraries.
• A proactive approach to problem-solving and a positive attitude.
• Familiarity with remote work tools and best practices is essential.
• Experience within the tech or finance industry is a plus.