Workplace Experience Coordinator Jobs

Aptitude Software

Location:
United Kingdom, London

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

The Workplace Coordinator & Executive Assistant plays a dual role, ensuring smooth day-to-day running of the London office while providing executive administrative support to the Board and Senior Leadership Team (SLT). This role covers workplace management, office coordination, executive travel and diary management, meeting and event logistics, and general administrative support to ensure a highly productive and professional office environment.

Job Responsibility:

Act as the first point of contact for all office-related inquiries and facilities issues
Oversee the smooth daily operation of the London office, including office supplies, stationery, equipment, and vendor/contractor management
Manage relationships with building management, cleaning, security, catering, and maintenance providers
Ensure health & safety compliance, fire safety procedures, and general office risk assessments
Maintain a welcoming, professional, and well-organized workplace environment
Coordinate and manage meeting rooms, ensuring they are set up with required technology, catering, and equipment
Arrange internal and external meetings, including Board and SLT sessions
Support planning and execution of internal events, Board visits, offsites, and town halls
Manage lunch bookings, restaurant reservations, and catering for meetings or executive events
Provide PA support to the CEO (and other executives as needed) including diary management, inbox management (where appropriate), and scheduling
Coordinate and book complex international travel itineraries for Board and SLT members, including flights, hotels, visas, transport, and travel packs
Prepare and process expense reports for Board and SLT members
Support in preparing meeting agendas, briefing packs, presentations, and documentation
Handle general correspondence, document management, and filing
Support onboarding of new employees in collaboration with HR and IT (desk setup, access badges, induction schedules)
Maintain distribution lists, office notices, and communications
Assist with basic procurement, invoice tracking, and budget monitoring related to office services
Support internal communications and culture through workplace engagement initiatives

Requirements:

Proven experience in office coordination, workplace management, or facilities administration
Experience providing PA support to senior executives, ideally at Board or SLT level in an international environment
Strong organisational and multitasking skills, proactive and able to prioritise effectively
Excellent communication skills, both written and verbal
High level of discretion, confidentiality, and professionalism
Strong proficiency in MS Office (Outlook, Excel, PowerPoint, Word), Teams, or equivalent digital workplace tools
Familiarity with health & safety standards and facilities management processes
Experience working in a corporate or professional services environment

What we offer:

ShareSave scheme – ability to purchase company shares on preferential terms
Private healthcare
Income protection and group life insurance
Pension Scheme
Company Funded Health Cashplan
Employee Assistance Programme
Access to Private Dental Benefits
Flexible working options
Enhanced Family Friendly Leave for adoption, maternity and paternity
Bike 2 Work Scheme
Employee Referral Bonus

Additional Information:

Job Posted:
December 06, 2025

Employment Type:

Fulltime

Work Type:

On-site work

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Workplace Experience Coordinator