Senior Administrative Assistant - Defence, Security & Justice
RAND Europe is an independent, not-for-profit research organisation whose mission is to help improve policy and decision-making through rigorous and independent research and analysis.
We are seeking a Senior Administrative Assistant to support the Defence, Security & Justice Research Group and manage a small team of administrators across RAND Europe's research groups providing comprehensive administrative support to the research group and senior leaders within the organisation.
The role will be based at our Cambridge office with the opportunity to work from home up to 2-3 days a week.
Responsibilities
* Diary and Meeting Management: Assist with diary management, including the arrangement and management of meeting invitations for the DSJ group and its senior leaders.
* Manage logistics for meetings: book rooms, ensure all details are in relevant diaries, ensure agendas are prepared, note-taking at meetings, follow-up on action points, and remind chairpersons of their roles.
* Organise on-site and off-site team meetings, including away days, and coordinate associated logistics such as booking venues and organising catering.
Management Responsibilities
* Manage a small team of administrators across RAND Europe's research groups.
* Provide day-to-day advice and support to other administrators.
* Act as the ‘go-to' person in the absence of any of the team of administrators.
* Conduct effective 1-2-1's and bi-annual reviews.
Travel and Itinerary Arrangements
* Arrange and manage travel and itineraries for research team members, including booking transportation, flights, and accommodations, and compiling necessary documentation.
Research Team Administrative Support
* Complete and manage expense forms for DSJ senior leadership team.
* Manage and oversee the scheduling and preparations related to the company's staff induction process and coordinate regular updates of team induction materials.
* Contribute to marketing budget management and manage team input for quarterly induction sessions.
* CRM updates.
* Ensure completion of team data protection requirements.
Corporate Administrative Support
* Provide support to corporate initiatives (e.g. ISO team), managing meeting administration, preparing and following up on agendas and minutes.
* Cover reception duties when needed.
* Comply with all company policies and participate in ad hoc duties as required.
* Promote the use of standardised practices and processes, and foster a culture of continuous improvement and collaboration.
Communication and Coordination
* Liaise with external visitors and clients, providing logistical support.
* Handle confidential and sensitive information with discretion.
Requirements
* Previous line management/team leader responsibilities.
* Experience in a dynamic administrative role supporting various organisational levels, with the ability to handle confidential information appropriately.
* Excellent communication skills, both written and verbal, with proficiency in Microsoft Office Suite, particularly Word, Outlook, PowerPoint, and Excel.
* Strong organisational skills, with the ability to prioritise and manage multiple tasks efficiently.
Salary and Benefits
£30,000 per annum. Benefits include:
* Pension - 8% Employer contribution;
* 33 days holiday allowance, including the Bank Holidays;
* Annual salary review;
* BUPA medical insurance;
* Generous company sick pay;
* Enhanced family friendly policies;
* Group income protection scheme;
* Group life assurance;
* Compassionate leave;
* Flexible working arrangements;
* Learning and development opportunities;
* Employee wellbeing training and support;
* Fresh fruit every day;
* Free on-site parking;
* Cycle to work scheme;
* Access to company bikes;
* Service awards.
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