Administration Assistant

The role

We are seeking an Admin Assistant to provide outstanding support for the office of the CEO. The role will report directly to our Senior Executive Assistant and work closely with the EA to CFO & CLO and the wider Executive Assistant team when time allows.

This position is a role where the candidate will manage day-to-day administrative responsibilities including (but not limited to) coordinating key meetings, guest management, booking travel, invoice and expense processing, event planning, corporate responsibility programmes and ad hoc tasks within the office.

The Admin Assistant will operate with the utmost discretion while working with highly confidential information.

Responsibilities

• Stakeholder Engagement: Serve as a primary point of contact for internal and external stakeholders. Use in-depth knowledge of the Group’s businesses and contacts to deal efficiently with or refer enquiries.

• Invoice & Expense Management: Code and process invoices and expenses for various business groups including trademarks, marketing and group management. Manage expenses through PeopleSoft, process invoices, support NatWest-related administration and provide payment confirmations where required.

• Meeting & Event Coordination: Support the Executive Assistants with high-level internal and external meetings, including refreshments, organising technical support, meeting supplies and guest management. Coordinate wider Group meetings, town halls, new joiner meetings, TEG Conversations and leadership community events. Provide scheduling support for senior stakeholders.

• Board Support: Provide administrative support for Board Meetings, Charity Board meetings and the Annual General Meeting. Assist with shareholder correspondence, shareholder letters, annual report activities and the production and distribution of bound copies.

• Travel Assistance: Coordinate travel bookings, visa applications and support for the Group travel programme, including new user set-up, account maintenance and general travel enquiries.

• Corporate Responsibility & Charitable Trust Administration: Support The Economist Charitable Trust and related initiatives, including donation time matching processes, payment confirmations, volunteering programmes, Project Grants, Give As You Earn schemes and retiree engagement programmes.

• Event Planning & Office Engagement: Provide support for office events, seasonal celebrations and employee engagement initiatives. Coordinate venues, restaurant and catering suppliers, affinity group activities, social committee events, Christmas gifting and other internal events.

• Office Operations & Procurement: Manage office ordering and supplies, including catering requirements and supplier relationships. Support office operational initiatives and facilities coordination.

• Publishing & Communications Support: Assist with the administration and distribution of Cover Books, UK Covers, Economist Diaries, Annual Report materials and internal communications activities.

• Planning & Administrative Support: Maintain yearly calendars, support Career Framework administration, manage records and documentation, maintain holiday planning and emergency contact systems, and ensure information is kept accurate and up to date.

• Special Projects: Undertake special projects and ad hoc assignments as directed by the Senior Executive Assistant and wider Executive Assistant team, supporting continuous improvement and operational efficiency across the business.

Who you are

• Experience as an Admin Assistant or other admin role

• Exceptional written and verbal communication skills

• Experience with Google Suite

• Experience managing highly sensitive information with discretion and professionalism

• Strong ability to work well under pressure in a fast-paced environment with a positive attitude

• Capacity to work autonomously as well as collaboratively in a team environment

• Team player with a positive, can-do attitude and the ability to work independently, show initiative, and think one step ahead

• Excellent organisational, multitasking, and prioritisation abilities, with a keen eye for detail and accuracy in all aspects of work

• Highly organised; a strategic planner able to create, implement and improve organisational systems with demonstrated project management skills

#LI-Hybrid