Team Administrator (Part Time)

Job purpose:

This job is to provide flexible administrative support services to the Team Co-ordinator and wider team.

Working 21 hours per week - working pattern to be agreed (some hours on Tuesday morning and Friday are essential - office / hybrid basis)

Key responsibilities:

• To provide support to the Team Co-ordinator and the wider team
• Meetings and Events: Co-ordinate meetings, roundtable sessions, internal and external team events, including scheduling and handling logistics
• Assisting in the production of written or visual materials (such as presentations, training materials, agendas, meeting notes) to company’s quality standards using in-house templates and adhering to house style rules
• Assisting in updating the team’s internal pages and company’s CRM system
• Assisting in electronic document filing and keeping internal team project records up to date
• Deputising on selective tasks for Team Co-ordinator when required
• Collaborate with colleagues to support team goals

Job activities:

• Using Excel to update records eg project pipelines, meeting schedules, rotas, and records to share with other departments
• Booking internal and external meetings and socials, travel arrangements, meeting rooms with refreshments and IT requirements; adhering to company’s guidance on client and staff entertaining, using the corporate travel booking system and internal meeting room booking platform
• Assisting with organising schedule of meetings with external industry contacts
• Assisting with external and internal meeting presentations
• Collecting and electronically filing key advice papers, contracts and precedent documents
• Tracking invoices and liaising with the finance department to provide required monthly information
• Assisting with invoice production in the absence of the Team Co-ordinator
• Assisting with collating attendees to attend industry events eg conferences, webinars and ensuring compliance procedures are followed
• Assisting with organising internal and external team training sessions
• Internet research on industry news

What skills, qualities and experience are we looking for?

• Enthusiastic, reliable individual with experience in a similar administrative role. Must be comfortable working both independently and as part of a team and be willing to be flexible.
• Strong oral and written communication skills, with excellent grammar skills for proofreading and writing correspondence.
• Competent across Microsoft Office applications including good knowledge of Excel, Word, PowerPoint, Outlook. Willing to be trained on in-house systems, house style and billing process.
• Highly organised and detail orientated personality. Comfortable with multi-tasking at pace and highly skilled in prioritising tasks and organising work effectively to meet deadlines including in the presence of competing priorities and demand.