Office Assistant

What We Will Offer

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We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

Team Structure

As Office Assistant, you will be responsible for providing office services support, working with the workplace team, secretarial teams providing a variety of onsite support across the office. Multi-tasking is essential in this role, it requires the ability to juggle and prioritise even when under time pressure.

Main Responsibilities

• Working with the workplace team to coordinate with the landlord regarding building maintenance, premises checks and repairs.
• Fire warden duties, including leading drill briefings and maintaining attendance lists.
• Assist with maintenance of the furnishings and fittings, aircon and lightings within the office as required, including assisting with internal office moves.
• Reception duties including answering the phone and welcoming guests on priority.
• Organisation and presentation of the firm's meeting rooms and liaise with reception, supervisors, and staff, including setting up and rearranging boardrooms as required.
• Supporting the Secretarial team leader and PAs in ad hoc administrative tasks as their team assistant.
• Printers – ordering of cartridges and waste cartridges, papers maintain stock in liaison with IT Engineer
• Purchasing groceries for the office and ensuring cupboards are stocked with essentials.
• Maintenance of coffee machines and stock of milk and coffee beans.
• Maintenance of kitchen equipment, air fryer, fridges, dishwashers including regular cleaning, loading, and unloading of plates and cups.
• Stationeries procurement and stock management
• Office general maintenance.
• Bundling of documents (including combining PDF document to make e-bibles with pagination) including front sheets & spines.
• Photocopying and Scanning
• Running errands and delivering of documents
• Shredding
• E-filing
• Arranging couriers and keep check tracking dates delivered.
• Audio/visual equipment set up for meetings in front office.
• Administrative and on-site support for client and internal events and external events when necessary.
• To assist and be accountable for all front office duties during senior front office executive's absence, during busy periods and day to day as required.
• Car parking - Assisting / maintaining log of car parking rentals for the office.
• Dealing with other ad-hoc office administration support as and when necessary, as instructed by Workplace and HR team and as per the demands of the business.
  
  

Attributes/Skills Required

• Sound knowledge of office services operations, ideally within professional services.
• Strong verbal and written communication skills.
• A positive, welcoming, friendly, collaborative, people-oriented mindset, and a flexible approach to your work and a willingness to be stretched.
• Proficient in MS Office and Outlook.
• Effective knowledge and use of telephone, conference calls and video conferencing and basic knowledge of AV equipment.
• Ability to work within deadlines with excellent attention to detail requested by your team.
• A willingness to support colleagues and get involved in other duties outside of the scope of your role.
  
  

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm's strategy and business needs.

About The Firm

About the Firm

With 8 offices worldwide and with our headquarters based in London, Stephenson Harwood is a law firm where our people are committed to achieving the goals of our clients - listed and private companies, institutions and individuals across the globe. Our mix of expertise and culture results in a combination of deep local insight and the capability to provide a seamless international service.

Our experience encompasses corporate, commercial litigation and arbitration, employment, pensions and private wealth, finance, marine and international trade, and real estate and projects.

We assemble teams of bright thinkers to match our clients' needs and give the right advice from the right person at the right time. Dedicating the highest calibre of legal talent to overcome the most complex issues, we deliver pragmatic, expert advice that is set squarely in the real world.

We understand the power of diversity in delivering that high calibre advice to our clients. We want to attract diverse talent and we particularly encourage applications from underrepresented demographics.

Our values

Individuality

We encourage creativity and develop talent.

Commitment

To be the best and deliver the highest standard.

Teamwork

We work together to build close, long-term relationships.

Straight talking

We say what we mean and do what we say.

These values express the personality of the individuals within our firm. They are the behaviours we encourage in our people and the standards which inform our decisions and actions.

Our vision into 2026

To be a successful firm where talented people work together in an entrepreneurial environment, building long term client relationships.

This vision is about who we want to be, as well as who we are. It is as much about our values as about our character – the attributes we want to see from all of our people. That's how we unlock our entrepreneurial spirit, advising our clients with top performing teams.

A key part of the 2026 strategy is to focus on five core sectors: decarbonisation, life sciences, private capital & funds, technology, and transportation & trade. These have been identified as crucial in the drive for accelerated profitable growth.