Front desk & Executive Assistant to the Managing Director | Modular Services · Teeming.ai
Modular Services
Modular Services helps law firms reduce tech friction with end-to-end business support. It delivers IT services, finance operations, and project management through 24/7 service desk, security…
Modular Services helps law firms reduce tech friction with end-to-end business support. It delivers IT services, finance operations, and project management through 24/7 service desk, security…
Front desk & Executive Assistant to the Managing Director
On-SiteIasi Metropolitan Area, RO
On-Site • Iasi Metropolitan Area, RO
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Role purpose
This is a dual-function role combining front-of-house reception for Modular's 6th floor offices with dedicated executive support to the MD. The post-holder is the first point of contact for visitors, partners and senior stakeholders attending the Iași premises, while also managing the MD's administrative tasks, calendars, meeting flows, and day-to-day business administration.
The role suits someone who is sociable, energetic, eager to learn and organised. It carries significant exposure to senior stakeholders and is a strong development platform for a candidate aspiring to a long-term management career.
Working hours: 10-19
Key responsibilities
Executive Assistant to the MD
Front of house — 6th floor reception
General
Office events.
Support office events, visiting-stakeholder programmes and visit weeks coordinated with Office Management and the Employer Branding team.
Cover.
Provide back-up cover for other Office Management activities during peak periods or absences.
Compliance.
Operate within the firm's information security, GDPR and confidentiality standards at all times. Complete mandatory training on schedule.
Skills, experience and personal qualities
Essential
Fluent English
(written and spoken) - daily work involves UK and international stakeholders.
Desirable
Previous experience in an EA, PA, reception or hospitality role in a corporate, professional services or hotel environment.
Experience supporting C-suite, senior partner-level or equivalent executives.
Working knowledge of corporate travel-booking platforms and expense systems (e.g. Concur, Chrome River, or equivalents).
Familiarity with the shared-services or outsourcing environments.
Working knowledge of a third language (French, German, Spanish or another major European language).
Diary management.
Manage the MD's calendars across multiple workstreams.
Cross-time-zone scheduling.
Coordinate meetings across global time zones.
Gatekeeping.
Act as gatekeeper for the MD's time: triage incoming meeting requests against agreed priorities, decline or redirect requests where appropriate, and protect time blocks for focused work, travel and stakeholder follow-up.
Meeting preparation.
Prepare meeting agendas, briefing packs and travel dossiers; ensure the MD has the right materials, in the right format, ahead of each engagement.
Travel coordination.
Coordinate UK and international business travel: flights, accommodation, ground transport, visas where required and produce day-by-day itineraries.
Expense administration.
Manage MD expense claims and credit-card reconciliations through the firm's expense systems, in line with CMS and Modular finance policy.
Action tracking.
Capture and track action items and follow-ups arising from MD meetings; chase status from internal owners and surface slippage early.
Confidentiality.
Handle confidential and commercially sensitive information: contracts, financial figures, personnel matters, external business activities with absolute discretion at all times.
Visitor reception.
Welcome and direct visitors, clients and partners arriving at the 6th floor; ensure a warm, professional first impression aligned with the firm's brand and standards.
Reception desk operation.
Operate the 6th floor reception desk during business hours; answer the main reception phone and the front door, and route enquiries appropriately.
Visitor security.
Coordinate visitor sign-in and security access; liaise with building security and Modular IT as required for guest network access and physical access cards.
Mail and deliveries.
Manage incoming mail and deliveries; coordinate outgoing courier, postal and document delivery services.
Meeting room management.
Oversee bookings and turnover of 6th floor meeting rooms; ensure rooms are presentable, equipped (AV, supplies, refreshments) and ready for the next meeting.
Hospitality.
Provide hospitality for visiting senior stakeholders and clients: catering, refreshments, room set-up to a standard expected in a top-tier professional services environment.
Facilities liaison.
Escalate facilities matters (maintenance, supplies, environment) to the Office Manager.
Strong organisational skills
with the ability to hold multiple priorities and shifting demands in mind without losing track of detail.
Excellent personal presentation and communication skills,
befitting a corporate professional services environment that hosts senior partners and external clients.
Sound judgement under pressure.
The post-holder will make daily decisions about who gets the MD's time and how best to handle competing or conflicting requests.
Absolute discretion.
Exposure to confidential commercial, financial and personnel information is a daily feature of the role.
Proficiency in Microsoft Outlook, Teams, Word, Excel and Powerpoint
Comfortable with in-person interaction
with visitors, clients and senior stakeholders.
