Administrative Assistant

Job Description

The Administrative Assistant is a dual‑purpose role, providing administrative support to the People Experience (PX) and Workplace Experience (WX) teams while also coordinating day‑to‑day workplace activities for the London office.

As the Administrative Assistant for the PX/WX teams, you will support the efficient operation of the department through a variety of administrative, coordination, and organisational tasks. Your role will be instrumental in ensuring the smooth running of team activities, programmes, and day‑to‑day operations, enabling PX and WX leaders to focus on strategic priorities and business objectives.

As the Workplace Coordinator, you will be responsible for creating and maintaining a welcoming, inclusive, and productive workplace environment. Serving as the local point of contact for workplace‑related matters, you will coordinate office activities, manage routine workplace needs, and support initiatives that enhance employee engagement and wellbeing.

A critical aspect of this role is building a strong and collaborative partnership with the Executive Assistant to the CEO. Together, you will help ensure the London office operates efficiently, supports executive visits and leadership activities, and delivers a workplace experience that reflects the company’s values and standards. This role requires excellent stakeholder‑management skills and the ability to work effectively with employees at all levels, including senior leaders, Executive Assistants, and external partners.

This position combines administration, workplace operations, hospitality and employee experience, requiring a proactive, highly‑organised, and service‑oriented individual who enjoys supporting people and creating an exceptional employee experience.

While this is a hybrid role, the successful candidate must be flexible and able to work from the London office when business needs require, including supporting leadership visits, office events, employee engagement activities and other key workplace initiatives.

Key Areas of Responsibility

1. PX/WX Administrative Support

• Provide comprehensive administrative support to the PX Leadership Team, reporting into the Senior Executive Assistant to the Chief People Experience Officer.
• Coordinate meetings, calendar and travel arrangements.
• Maintain team records, organisational charts and systems, ensuring information is accurate and up to date.
• Assist with budget administration, purchase orders and invoice processing where required.

2. London Office Lead

• Manage the day‑to‑day operations of the London office, ensuring a welcoming, safe and productive workplace.
• Act as the primary point of contact for office‑related queries, workplace support and employee experience initiatives.
• Build and maintain a close working relationship with the Executive Assistant to the CEO to coordinate leadership visits, executive meetings, office events and other activities that impact the London office.
• Partner with Executive Assistants, senior leaders and workplace service providers to deliver a seamless office experience.
• Coordinate office vendors, suppliers and building management.
• Work with building management to ensure office standards, supplies, amenities and shared spaces maintain a high‑quality workplace environment.
• Act as a culture ambassador, helping to foster an inclusive, collaborative and engaging office environment for employees and visitors.
• Maintain flexibility to be onsite when required to support business priorities, leadership presence, key meetings and office events.

Qualifications

Your profile

• 1–3 years’ experience in an administrative, office support, reception, hospitality, workplace or customer service role.
• Experience coordinating multiple activities and priorities in a fast‑paced environment.
• Fluent in English, with strong communication and interpersonal abilities.
• Attention to detail: follow procedures and ensure accuracy in all documentation and data, working consistently to a high standard.
• Knowledge of basic accounting and budgeting principles is a plus.
• Strong Microsoft Office skills (Outlook, Teams, Word, PowerPoint, Excel).
• Comfortable using AI‑powered tools (e.g. Microsoft Copilot) to improve productivity, streamline administrative processes and identify opportunities for process improvements.
• Curious and proactive in exploring new technologies and ways of working to enhance the employee and workplace experience.

Essential

• GCSEs (or equivalent), including English and Mathematics.

Desirable

• A‑levels, BTEC, NVQ Level 3, Business Administration qualification or equivalent.
• Additional qualifications in Business Administration, Office Administration, Hospitality, Customer Service or Workplace Management.

What we offer

• A culture built on trust and accountability – giving you the freedom and autonomy to be successful and make an impact.
• Balance – with our Flexible Leave Paid Time Off policy, remote working opportunities, Global Wellbeing Days and other great benefits.
• Growth opportunities – we provide the tools and guidance required so that you can focus on what really matters to you and ultimately achieve your best work.
• Talented colleagues, role models and mentors – work, learn and be inspired by some of the best talent in the software industry.
• A commitment to sustainability – with initiatives such as our Environmental, Social and Governance strategy and Act 4 Good programme.
• A safe and inclusive working environment – supported by our Employee Resource Groups, which are open to all.

Our commitment to equity

Unit4 is committed to ensuring equal opportunity for everyone. We make our hiring decisions solely based on skills, qualifications and our current business needs. We know that diversity brings fresh perspectives, ideas and solutions to our company. This is the essence of our culture. We also welcome and encourage people who are pregnant and/or parents‑to‑be to apply. If you would like to know more about our commitment to diversity, visit our blogs.

• Our focus to DEI remains central to who we are.
• Inclusive hiring at Unit4: Building equal opportunities for all.

Background check

This role may require security clearance for customer projects and access to sensitive customer data. That means that after you have accepted our offer, we could ask for background checks. Subject to applicable local laws, these security checks may require disclosure of personal information including criminal record declaration, right to work, personal identification and work history. We will handle this data in accordance with local privacy laws and keep your information safe.

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