PA to CEO & Office Administrator (Tech / SaaS)

About Online Filings

Our mission is to empower entrepreneurs to realise their dreams, giving them more time to focus on what truly matters.

Our platform simplifies all administrative tasks, allowing entrepreneurs and small business owners to manage their business admin effortlessly and without the usual complexities.

By harnessing cutting-edge technology and data analytics, coupled with outstanding customer service, we provide a seamless experience that emphasises simplicity, efficiency, and rapid execution. Our goal is to remove obstacles, enabling you to achieve success faster and more effectively.

Role Overview

As PA to the CEO and Office Administrator, you will be a key point of coordination for the CEO and the registered office service, ensuring smooth day‐to‐day operations, accurate handling of confidential mail, and an efficient office environment. You will combine executive support (calendar, communication, logistics) with hands‐on responsibility for mailroom workflows, invoice management and office administration.

Key Responsibilities

Executive & Personal Assistance

• Manage the CEO's calendar, meetings and travel, ensuring effective use of time across time zones.
• Support inbox and communication management by prioritising messages and following up on agreed actions.
• Prepare and maintain documents, presentations and reports required for internal and external meetings.
• Organize internal events, offsites, and leadership meetings, including agendas, notes, and action tracking.

Mailroom & Document Management

• Receive, sort and collate all incoming mail and courier deliveries into bundles for scanning or delivery to agreed drop‐off points, in line with service levels.
• Open, validate and batch confidential documents; log and record all mail transactions in the relevant spreadsheets or systems.
• Prepare, name and scan mail into the document management system or shared drive; ensure accurate archiving of scanned items and coordinate off‐site storage.
• Process outgoing mail, including printing, packaging and arranging postage or courier, ensuring high‐priority items are handled in line with their urgency.
• Shred confidential documents securely and resolve issues with both hard‐copy and electronic postal scanning systems, redirecting inaccurately addressed mail where required.

Office Administration & Invoice Management

• Act as first point of contact in the office for deliveries and visitors; book and track deliveries as needed.
• Support with office and operations tasks, including procurement, vendor coordination, subscriptions and tools access.
• Liaise with the Customer Experience team regarding any issues or queries related to mail received for clients.
• Maintain office supplies, equipment and a tidy, secure office environment suitable for handling confidential information.
• Accurately complete daily paperwork and routine reports related to mail, scanning and office operations.
• Support basic finance administration, including collecting and checking supplier invoices, coding and submitting them for approval and payment, and maintaining up‐to‐date invoice records.

People & Process

• Support with team onboarding and offboarding, as required.
• Identify opportunities to improve processes and documentation to increase efficiency and accuracy in mail, invoice and office operations.

Qualifications and Key Skills

• Proven experience as a Personal Assistant, Executive Assistant, Office Administrator, or similar role, ideally in a tech, SaaS or professional services environment.
• Minimum of 3 years' experience in a PA/EA, office administration or similar role.
• Strong organisational skills and high attention to detail, particularly with confidential documents and data entry.
• Excellent written and verbal communication skills in English; additional languages, namely Portuguese, are a strong plus.
• High proficiency in Excel, Word, PowerPoint and their G‐Suite (Google Workspace) equivalents.
• Confident user of office software and document management systems; experience with basic invoice or finance tools is an advantage.
• Ability to handle sensitive information with discretion and maintain strict confidentiality.
• Comfortable working in an office‐based or hybrid environment with time‐sensitive workloads and clear service level expectations.

Benefits and Perks

Our comprehensive offering is designed around flexibility, well-being, and continuous growth, ensuring that you have the support and resources to excel both professionally and personally.

• Competitive Salary: £30,000 to £32,000 per year, with the opportunity for salary reviews and increases (based on performance).
• Generous Holiday Allowance: 25 days holiday plus bank holidays.
• Health insurance: private health insurance including regular health screenings and consultations, dental care, and vision tests.
• Lifestyle Benefits: benefit from up to 50% discounts at selected gyms and exclusive lifestyle accessory offers and rewards to support your physical health and well-being.
• Mental Health Support: access to up to 8 free Cognitive Behavioural Therapy (CBT) sessions and annual subscriptions to mindfulness apps like Headspace.
• Retirement: We contribute 3% to your pension, for every 5% you contribute.
• Training: 10% of your time is dedicated towards learning.
• Powerful computer to work from your home.
• Cycle to work scheme.
• Flexible Working Options: hybrid setting (3 days in the office from the creative studio, in the heart of London).

Online Filings is an equal opportunity employer. We celebrate diversity and are committed to equal employment and creating an inclusive environment for all employees, irrespective of race, gender, sex, religion, nationality, age or disability.