Administrative Assistant

Cochrane; Greater London; On-site; GBP 10,000 - 40,000; Full time

Job summary

An established industry player seeks a dedicated administrative professional to support its Central Executive Team. This dynamic role involves managing complex scheduling, providing essential administrative support, and facilitating communication within a diverse, remote workforce. You will play a crucial part in ensuring the smooth operation of the Publishing & Technology Directorate, with responsibilities that include diary management, meeting coordination, and document preparation. If you are organized, proactive, and possess excellent interpersonal skills, this is an exciting opportunity to contribute to a meaningful mission in the not-for-profit sector.

Qualifications

• Experience in providing administrative support to remote teams.
• Strong organization, communication, and problem-solving skills.

Responsibilities

• Support the Publishing & Technology Directorate and manage diaries.
• Coordinate meetings, produce documents, and streamline processes.

Skills

Administrative Support

Diary Management

Communication Skills

Organizational Skills

Problem-Solving

Interpersonal Skills

IT Skills (Word, Excel, PowerPoint)

Minute Taking

Job description

PURPOSE OF THE JOB
This varied role provides effective and efficient administrative support to the Central Executive Team, with particular support to the Publishing & Technology Directorate. It will also interface with the broader Cochrane Community.

PRINCIPAL ACCOUNTABILITIES/KEY RESULT AREAS

1. Support to the Publishing & Technology Directorate.
2. Specific support to the Director of Publishing and Technology and Head of Publishing Operations.
3. Provide administrative support, for example managing diaries, emails/correspondence, setting up and supporting key meetings, processing expense claims, etc.
4. Scheduling external and large meetings; co-ordinating agendas, circulating papers and taking minutes.
5. Produce documents, briefing papers, reports, and presentations if required.
6. Monitoring invoices for contracts and other associated ad hoc tasks.
7. Streamlining processes and procedures.
8. Maintain administrative systems (e.g., databases/spreadsheets).
9. Other ad hoc support across the Central Executive Team, where capacity allows.
10. Undertaking other duties as necessary.

PERSON SPECIFICATION
Essential

1. Previous experience of providing administrative support to a team of remote workers.
2. Experience of international working and scheduling with numerous time zones.
3. Experience in complex scheduling and diary management.
4. Strong organization and prioritization skills.
5. Excellent written and verbal communication skills in English.
6. Intermediate level IT skills, including Word, Excel, and PowerPoint.
7. Experience in minute taking.
8. Excellent interpersonal skills.
9. Ability to work methodically and accurately.
10. A flexible approach, with the ability to respond quickly and resolve issues as they arise.
11. Ability to work semi-autonomously.
12. A pro-active approach to problem-solving.
13. Awareness of handling confidential and sensitive information.

Preferred

1. Experience of working for a not-for-profit organization.

KEY INTERFACES
Internal: All groups within Cochrane, particularly the Central Executive Team.
External: Suppliers, Stakeholders, Partners.

DIMENSIONS
Budgetary responsibility: None
Number of direct and indirect reports: None