Team Assistant - Sales

We are looking for a Team Assistant to join our Sales & Marketing department alongside an Executive Assistant and Personal Assistant. This role would suit someone with previous office administration or assistant experience, ideally within a financial institution. It may appeal to someone returning to work after a career break, or to an experienced EA seeking a role with a different working pattern.

This is an office-based role working three days per week, including Thursdays.

Travel & Logistics Management

• Own end-to-end travel coordination for the majority of the sales team, managing all aspects including international and domestic flights, hotel accommodation, ground transportation, and airport transfers
• Proactively manage visa applications and travel documentation requirements, ensuring compliance with entry requirements across all relevant jurisdictions well ahead of travel dates
• Serve as the primary point of contact for travel-related queries, troubleshooting and resolving issues swiftly, including last-minute changes or disruptions
• Book and manage desk allocations for overseas travelers visiting the office

Expense & Financial Administration

• Process and reconcile detailed travel and business expenses in a timely and accurate manner
• Manage corporate credit card reconciliations
• Rasing PO for incoming invoices and liaising with accounts to make sure this has been paid to our supplier

Client Liaison & Relationship Support

• Act as a professional point of contact for external clients, coordinating meetings, dinners, and travel arrangements on their behalf
• Manage client logistics for events and engagements

Compliance & Systems

• Maintain accurate and up-to-date records within Star Compliance related to client interactions, gifts, entertainment, and travel

Events & Conference Coordination

• Coordinate Sales Team meetings and client events with a capacity of 30–50 clients, managing all logistical elements including venue liaison, catering, AV requirements, and on-the-day execution at relevant venues (e.g. RBH)
• Organise and manage team social events including the annual summer party and Christmas party, overseeing budgets, venue sourcing, supplier liaison, and attendee coordination
• Support the planning and delivery of team away days, assisting with logistics, agenda coordination, and any off-site requirements
• Assist with the Annual MAIS event – this will include created Bio’s for clients, chasing and confirming acceptances, and organising transportation to and from the venue and dining locations

Office & Facilities Coordination

• Manage internal and external meeting room bookings, ensuring spaces are appropriately set up, equipped, and catered for in advance
• Coordinate large and complex catering orders for meetings and events, liaising with internal catering teams and external suppliers to ensure accurate delivery and presentation
• Prepare and print client-facing materials including presentation decks, briefing packs, and logistical documents ahead of meetings and events, ensuring everything is produced to a high standard and delivered on time

Recruitment Support

• Assist with the coordination of interview processes for select teams, including scheduling interviews, managing candidate communications