Administrative Assistant - Part time in London

There is a new opportunity within The Econimist Intelligence Unit for an Administrative Assistant to cover a Maternity contract for 12 months. The role will be job-share based and will be working three days a week 9.30 - 5.30pm, Monday to Wednesday. The role will also require flexibility to cover the needs of the business and to make sure there is always cover and payments are made on time on a weekly basis. This is as well as other responsibilities within the EIU.

What we offer:

  • 25 Days Holiday
  • Free Economist Subscription
  • Fantastic Exposure within a dynamic media organisation

What are you going to do

How you will contribute:

  • Manage all contributor payments and invoices, contracts and access – this includes setting up new contributors, managing bank account details, issuing contracts, ensuring access to correct country pages, maintenance of records of existing contributors, all general enquiries
  • Provide back up for Asia team contributor
  • Payments processing
  • Liaise with finance staff to ensure new contributors are added to PeopleSoft Self Billing, changes in bank details of contributors are updated
  • Resolve any payment queries or problems with the help of staff in finance
  • Assist with travel and accommodation arrangements (including visa processing and legal documentation needed fortravelling) for Regional Heads and Editors
  • Maintain central files (e.g. contributors' signed Master Agreements and Scope of Work, contributor correspondence) for CP teams, ensuring easy access to information
  • Act as first point of call for editorial staff for any issues with this photocopiers / printers etc
  • Field telephone calls for the regional teams when required, taking messages as necessary
  • Organise meetings for the Regional Directors, Regional Editors and Editors as required. This will include staff/team meetings and meetings with external customers and contributors, booking meeting rooms with appropriate facilities, inform reception staff and greet arriving guests when necessary
  • Organise stationery cupboards and order stationery supplies as required, ensuring that invoices are correct and are coded correctly
  • Update CP phone list and distribute this list to Facilities, Postroom, IT and all CP staff worldwide
  • Help the EA to the Managing Director and PA to the Editorial Director to organise and run internal events as required
  • Responsible, with the Managing Director's EA for organising the allocation of spare desks and ensuring the relevant people are aware of the changes
  • Provide ad hoc assistance to your line manager or other senior EIU staff. This includes admin support to a manager during a recruitment process i.e. sending out test materials to candidates
  • Maintain central electronic records of all absences (eg sickness, holiday and travel) and ensuring that relevant people have access to it. The sickness records (summary and Return to Work forms) are to be passed to HR on a monthly basis
  • Collate absence / movements for all Editorial for weekly distribution
  • Completion of all IT and Facilities forms for new starters and leavers
  • Create an induction programme for the new starter's first two weeks
  • Ensure that new starters are provided with a clean desk and suitable materials e.g. EIU Style Guide

The ideal skills for this role are:

  • A level education or equivalent (Professional qualifications an advantage)
  • Experience of an administrative position in similar commercial environment
  • General awareness of world geography
  • Excellent standard of spoken and written English
  • Good working knowledge of Microsoft Office Systems (Word, Excel)

Further desirable competencies:

  • Strong numerical skills
  • The ability to prioritise
  • Good communication skills
  • Excellent telephone manner
  • Flexibility/adaptability
  • Focus and efficiency
  • An energetic mind-set
  • The ability to work under pressure
  • The willingness to learn new systems and skills

What we ask:

  • At least finished college A levels
  • Administration
  • Experience handling invoices

Extra information

Education Level
College
Location
London
Working hours per week
24 - 24
Type of Contract
Temporary Full Time
Salary indication
Between £10000 and £15000 per year
Responsible for
Administrative Duties
Published at
29-10-2018
Type of Job
Admin / Secretarial, Secretary
Full UK/EU driving license preferred
No
Car Preferred
No
Must be eligible to work in the EU
Yes
Cover Letter Required
Yes
Languages
English

London | Admin Jobs | Secretary Jobs | Administrator | Back Office Employee | Temporary Full Time | College

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