Operations Teams Assistant

Location: Covent Garden, London

Salary starting: Competitive salary

Hours: 37.5 hours per week. Monday to Friday 09:00 - 17:30.

This role will require you to commute to our properties across London, Zone 1 and Zone 2.

The purpose of this position is to provide exceptional support to Operations Executive team, Sales and Marketing team and support the Head Office EA/Office Manager and Admin Team Assistant. We are seeking a dynamic individual to make a success of this pivotal role and to work collaboratively across the business.

The role will include time around our property portfolio and at Head office. This position requires a proactive approach to ensure the smooth functioning of operations, including organizing and attending meetings for different business teams; taking minutes and following up on actions and helping to support Head office with general administrative responsibilities and the effective management of the meeting rooms, reception area and the kitchen/dining space. This role will be reporting to the Operations Director and EA/Office Manager

Key responsibilities

Operational Support

• Provide high-level secretarial support for key meetings, including minute taking, action tracking and distributing documentation.

• Manage complex diaries for the Operational senior team

• Coordinate internal and external meetings to ensure the smooth running of meetings and undertaking full responsibility for all other arrangements; technology set up and refreshments.

• Ensure purchase orders, invoices and expenses requiring authorisation by the team are submitted for payment in a timely manner.

• Support procurement processes, contract renewals and vendor onboarding.

• Ad-hoc projects to support Operational Teams.

Head Office Support

• Checking and managing stationary supplies, ensuring availability for all departments.

• Maintaining the cleanliness and organisation of the office kitchen and meeting room kitchen, including emptying the dishwasher and restocking supplies, coffee machine etc as needed.

• Meet and greet visitors; liaising with the Building Manager and ensuring meeting rooms are prepared and ready for hosting by organising water and refreshments.

• Assist with corporate events where needed.

Skills & Experience we're looking for

• Experience providing administrative or PA support to senior leaders or multiple teams.

• Strong organisational skills with the ability to manage competing priorities.

• Confident user of Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).

• Clear, professional communication skills and the ability to build strong relationships.

• Proactive mindset with a “solution-first” approach and exceptional attention to detail.

Benefits

• 28 days annual leave

• Travel & Cycle to Work Loans – Helping you get to work in a way that works for you

• Enhanced Maternity & Paternity Leave – Supporting you through life’s most important milestone

• Health & Wellbeing Support – Comprehensive financial, mental, and physical health resources

• Recruitment Bounty – Know someone great? Get rewarded when they join

• Generous Company Pension Contributions – Supporting your future, today

• Free Eyecare Vouchers – Taking care of your vision

• Life Assurance Policy – Peace of mind for you and your loved ones

• Team Events & Staff Parties – Because we believe in celebrating together

• Long Service Awards – Recognising your dedication and loyalty

• Employee Assistance Programme – Free, confidential support when you need it

• Training & Development Programme – Helping you grow your skills and career

• Perkbox Discounts – Everyday savings on the things you love

• Half-Price Gym Membership – Stay active with The Gym Group

This is a wonderful opportunity to join an ambitious, thriving and professional company, located in the heart of London. We started in 2009 and are now a 210+ strong team working every day to embody our values: Integrity, Development, Energy, Achievement and Support.

Our head office is in Covent Garden, and we operate a 24/7 business out of nine communities across the city (King’s Cross, St Pancras, Hoxton, Tower Bridge, Victoria, Vauxhall, City, Westminster and Battersea), with nearly 5,000 total beds. We opened urbanest Battersea in September 2024, one of the world’s most sustainable student accommodation buildings, and look forward to opening our 10th and largest community, urbanest Canary Wharf in 2026. With 1,672 beds, urbanest Canary Wharf will further enhance our sector leading status when it comes to sustainable developments.

Our communities each have a unique feel with buzzing social areas and quiet study spaces for our residents, and we are proud to offer an amazing living experience for students attending leading universities such as King’s College London, University College London, LSE, New York University, University of Arts, SOAS and many others. We have a co-ordinated calendar of in-house events to help students discover London and truly enjoy their time with us, ensuring urbanest has a positive impact during this developmental stage of their lives, serving us in our Mission:
“To enhance university life by delivering responsible, sustainable communities across London.”

At urbanest we are proud of our incredible work culture, and we all come together at different events throughout the year to celebrate our achievements. We are also pleased to offer numerous staff benefits, including discounted gym membership, travel to work/cycle to work loan, a generous company pension contribution, access to Wellbeing app Headspace, and more. Join us at urbanest and help us achieve our Vision of “a living and working experience better than yesterday; even better tomorrow.”

If you're ready to make an impact and be part of a dynamic, growing team, we would love to hear from you. Apply now!