Administrative Assistant

It’s never been a more exciting time to join Vistra. 

 At Vistra our purpose is progress.

We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that. 

We have an exciting opportunity for you to join our team as a part-time Administrative Assistant 25 hours per week. Reporting to the Facilities Manager, this full time and permanent position is based in London allowing you to make a significant contribution to our business and its' growth.

Purpose of the Role:

The Part Time Administrative Assistant plays a key role in supporting the London office, ensuring smooth day to day operations by managing the full mail handling cycle and providing reliable administrative assistance. The role contributes to operational excellence, supporting both Facilities and Front Desk functions with professionalism and attention to detail.

Key Responsibilities:

Mail & Courier Management

• Handle all incoming mail: sorting, opening (where appropriate), scanning, logging, and distributing according to Vistra procedures.
• Manage outgoing mail, including Royal Mail and courier services (DHL where applicable).
• Maintain logs of mail forwarding charges and tracking requirements.
• Ensure prompt and accurate distribution of mail across multiple teams.

Administrative Support

• Provide general administrative support to Facilities and Front Desk teams.
• Support document handling: filing, scanning, archiving, and document logistics.
• Carry out ad hoc admin tasks such as data entry, spreadsheet updates, and formatting documents.
• Assist with meeting room readiness, ensuring tidiness, supplies, and Health & Safety compliance.

Office Operations

• Liaise with colleagues across UK offices to coordinate admin or mail related support.
• Assist with courier bookings, equipment movement, and basic office logistics.
• Provide support for internal events and client facing activities when required.
• May be required to support other UK locations occasionally.
• Full training on role specific processes will be provided.

Attributes / Technical Skills:

Essential

• Strong organisational and time management capabilities.
• High attention to detail, especially in document and mail handling.
• Professional verbal and written communication.
• Reliable, adaptable, and proactive.
• Ability to work independently and recognise when to escalate or seek guidance.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Works collaboratively and supports colleagues.
• Shows ownership, accuracy, and pride in task completion.
• Acts with professionalism, integrity, and cultural awareness.

Desirable

• Experience in office administration, reception, or facilities support.
• Familiarity with courier platforms (Royal Mail, DHL).
• Comfortable learning new systems and procedures.

Relevant Experience:

• Prior experience in administrative or office support roles preferred.
• Exposure to mailroom or logistics administration beneficial.

Education and Professional Qualification:

• Prior experience in administrative or office support roles preferred.
• Exposure to mailroom or logistics administration beneficial.

If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!