About this role
The Role
This role is designed to provide comprehensive administrative support across the office, the General Affairs team, and the executive leadership. The successful candidate will independently manage all front-of-house and reception duties, coordinate international employee travel, and work collaboratively with the EUA Board PA to provide seamless, shared backup support to the Board of Directors, ensuring consistent coverage and operational excellence at all times.
The key areas of responsibility are:
GA Administrative Tasks
Reception Duties
Registering and greeting visitors, monitoring the switch board, screening and directing calls, ordering food for business meetings.Take responsibility for the reception area and front of house meeting rooms at ONE’s RHQ regional headquarters, ensuring the reception area and meeting rooms are always maintained to excellent standards.Set up meeting rooms as required (including refreshments) and check and update the meeting room schedule both at the beginning of each day and then regularly throughout the day.Ensure to keep all lunch records up to date so all invoices can be checked and passed timely.Assist with the organisation of town hall meeting facilities and other corporate/social events.Competent First aider & fire warden.Order milk and fruit deliveries for the RHQ office including record keeping and invoice processing. Travel Duties
Make travel arrangements in line with the EUA Travel policy for London RHQ & Netherlands Sub-RHQ employees, including being responsible for processing subsequent travel invoice settlement in a timely manner against the correct cost centres.Manage London hotel bookings for visitors (internal/external). Assist with Visa arrangements as and when required.Assist where required with travel audits on a monthly basis, utilising the monthly travel data report from the TMC. Office Facilities
Assist with post and courier management i.e. open mail and distribute to the correct department accordingly, arrange couriers, and special deliveries. Meeting Organization
Coordinate other RHQ departmental meetings if requested, including venue arrangement and meeting facilities. London RHQ CSR
Provide assistance when required in coordinating London RHQ CSR activities, driving engagement and ensure they are arranged in line with ONE’s CSR policy and have the correct insurance coverage with EUA Legal. EUA BOARD PA Support
Director Travel Arrangements:
Book travel arrangements (flight, train, hotel bookings, taxi arrangements). Handle visa arrangements for business trips. Manage Concur travel cost approval requests. Handle all travel-related invoices, cross-checking before passing to accounts for payment. Meetings and Visitor Coordination:
Coordinate guest visits, ensuring individual requirements are met (building access, meeting room bookings, business lunches/dinners). Organise meetings – book meeting rooms or conference facilities. Personal Assistance:
Arrange and schedule appointments as necessary .Answer and screen telephone calls, taking accurate messages. Meeting Organisation:
Assist to arrange/coordinate EUA Board , Function Head and EUA Head meetings in coordination with EUA Board PA. Other Tasks
Assist with ad hoc projects as and when requested.Maintain confidentiality of Client, Company, and Staff information at all times.Provide cover / support Office facilities during periods of absence.Ensure that all email correspondence is correctly filed in the mailboxes in which you are responsible for. The Requirements
Minimum of 2 years’ experience within a similar roleProven experience in an administrative role, preferably supporting senior management. Organisational and time management skills. Travel booking experience is requiredReceptionist and switchboard experience is requiredOffice facilities experienceExcellent verbal and written communication skills Excellent people skills Fluency in written and spoken English Able to work with initiativeExcellent attention to detail Basic knowledge of Microsoft office / G-Suite programmeCommunicationTeamworkProblem solvingPlanning & OrganisationCustomer Service The Benefits
Paid annual leave of 25 days per annum plus UK bank and public holidays.Hybrid working arrangement. Membership of the Company’s Group Personal Pension Plan.Performance Related Pay a pay award and discretionary annual bonus linked directly to their performance in addition to annual review.Permanent Health Insurance.Death in Service.Private Medical Cover (BUPA) after two years’ service.Employee Assistance Programme, with free independent confidential support and virtual GP services.An interest free annual travel season ticket loan.Family leave policies enhanced above statutory.Enhanced company sick pay policy.Medical health check.Annual eye test and contribution towards glasses for VDU prescriptions.Online employee discount platform.Health Cash Plan Application
The closing date for this vacancy is 6th August 2026 but if a significant number of applications are received, it will close earlier.
Applicants must have the permanent right to live and work in the UK.