Team Administrator Marketing

London & Partners is the Mayor of London’s official promotional agency. We promote London and attract businesses, events, congresses, students and visitors to the capital. Our aims are to build London’s international reputation and to attract investment and visitor spend, which create jobs and growth. 

It is our privilege to promote London around the world, working in partnership with the Greater London Authority (GLA), Department of Trade & Investment (DIT), VisitBritain and other destination marketing organisations, the London boroughs and many other key stakeholders, as well as our 1,000-plus private sector partners. 

Our target audiences are leisure and business tourists, the travel trade, event organisers, overseas businesses and investors, and prospective higher education students. Our marketing and promotional activities are designed to encourage visits, investments and spend in London now, as well as building London’s reputation to support its long-term success. Our mission is to tell London's story brilliantly.

We are a not-for-profit public private partnership, funded by the Mayor of London and our network of commercial partners.

The Personal Assistant will be responsible for providing administrative and general office support to the Managing Director, Marketing and 4 Marketing Directors. The successful candidate will be capable of independently managing the complex schedules and administration of these executive officers.

Key tasks:

• Diary management
  • Organise and schedule meetings/conferences for the Managing Director, Marketing and 4 Marketing Directors with internal and external attendees, at all levels of seniority
  • Schedule and organise regular team meetings and one-to-ones
  • Use own initiative to help the Managing Director, Marketing and 4 Marketing Directors manage their time effectively and are giving adequate attention to company priorities.
• Meeting preparation
  • Ensure all relevant paperwork for meetings/ conferences is available in electronic folders
  • Co-ordinate Marketing team away-days and team meetings
  • Prepare presentations, as required
• Minutes
  • Attend relevant meetings and draft minutes and/or action points
  • Track and follow up agreed actions
• Travel
  • Coordinate business travel and accommodation arrangements in the UK and abroad
• Correspondence
  • Respond to telephone, letter and email queries, resolving wherever possible, or redirecting where necessary
  • Ensure documentation requiring signature or authorisation is accompanied by relevant back up documentation, signed and returned in a timely fashion.
• Administration
  • Develop and maintain office and administrative systems (including filing on Office 365 SharePoint and contacts on Microsoft Dynamics CRM)
  • Assist with organisation of events, including annual, staff conference and monthly staff meetings
  • Provide reception cover, when required
  • Support the production of regular performance reports
  • Help maintain financial commitment records, raising purchase orders and process invoices as required
• Present a professional image in dealings with both internal and external contacts, acting in a professional manner at all times
• Contribute to ad hoc projects and activities where necessary.

You’ll Have:

• Proven PA experience at director level with demonstrable experience of managing a complex and constantly changing diary, in a fast paced environment
• Proven strong organisational skills with the ability to use initiative to plan, prioritise and allocate a heavy workload effectively and respond flexibly to rapidly changing and conflicting priorities
• Ability to demonstrate a high standard of accuracy and attention to detail
• Sound appreciation of, or a willingness to learn about, the company and its management structures
• Experience of maintaining office and administrative systems (including CRM systems) and of devising new systems, or improvements to existing ones, where appropriate.
• Experience working as a key member of a team, able to take own initiative and work flexibly
• Proven ability to communicate information effectively and confidently to a wide range of internal and external contacts and at a very senior level
• Experience dealing with confidential information with tact and sensitivity
• Excellent IT skills including knowledge of MS Office (Word, Excel and PowerPoint, Outlook, Dynamics) and Intranet/ Internet systems. Experience of Office 365/ cloud-based document storage would be desirable
• Experience operating in an international environment would be an advantage
• Committed to continuous learning

You’ll Get

• Flexible working environment including remote working and the opportunity to work in our HQ with great views over Tower Bridge
• To join a Sunday Times Top 100 not-for-profit company and a fast paced, flexible and upbeat environment
• To become part of the London Family and do great things for our City

• 30 days’ holiday in addition to UK public holidays