Second Office Assistant For Single Family Office

• Working Hours: Monday to Friday, 9am - 5pm (with occasional weekend and out-of-hours flexibility)
• Start Date: Interviewing now for immediate start

Job Overview:

Oplu is seeking a reliable and proactive Second Office Assistant to join a prestigious family office. This role provides a fantastic opportunity to contribute to the smooth running of daily operations, ensuring the office environment is maintained at a high standard. The ideal candidate will possess strong administrative skills and the ability to handle a variety of tasks with minimal supervision.

As an Office Assistant you will primarily focus on routine office administration, lifestyle management for family members, and supporting various operational needs as directed by the Family Office Director. The position requires someone who is well-organised, detail-oriented, and able to efficiently handle a variety of tasks to ensure the office runs seamlessly. The role offers a structured 9-5 work schedule, on-site, with occasional flexibility required for urgent evening and / or weekend matters.

Key Responsibilities:

• Routine and pre-visit checks for office and property needs.
• Overseeing and maintaining schedules for property services and contractors.
• Administration support, including hard copy filing, key storage, and accounting.
• Managing office supplies, ensuring timely ordering and storage of stationery, kitchen items, and maintaining the photocopier.
• Booking and supervising contractors for property maintenance and rental contracts.
• Coordinating lifestyle management tasks, including transport bookings, event planning, and purchasing goods and services for family members as directed by the Director.
• Monitoring and coordinating the office cleaner to ensure the office remains clean, tidy, and organised.
• Facilitating office-related postage, both domestic and international.
• Managing office phones, including landline and mobile.
• Organising team gatherings and events to promote a positive office culture.
• Problem-solving daily challenges and contributing to team efficiency.
• Assisting wider staff members with various tasks as needed to support the overall operations of the office.

Requirements:

• Proficiency in Microsoft Office programs, particularly Word, Excel, and Outlook.
• Previous administrative experience in an office-based role.
• Strong organisational and time management skills.
• Ability to work independently and handle multiple tasks efficiently.
• Professional, proactive, and reliable with a focus on delivering results.
• A resourceful manner with outside-of-the-box thinking.
• Flexibility and adaptable by nature to respond to urgent matters outside of regular hours when necessary.

This role offers a great opportunity to work in a prestigious family office environment, supporting a high-level team and gaining invaluable experience.