Team Administrator Markets

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.
 

Key tasks

Team operations

• • Work with the operations team at HQ to ensure the smooth running of the Markets teams including IT issues, general finance queries, organising and scheduling inductions for new team members, monitoring agreed training uptake, scheduling appraisals etc.
  • Work with Markets teams and ops teams in HQ to identify issues, assist with solution development, prioritisation and escalation and progress tracking
  • Team 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
    • Support the production of regular performance reports
    • Help maintain financial commitment records, raising purchase orders and process invoices as required
    • Process MD Markets expenses claims, check and process Chief Rep expenses claims and secure the appropriate approvals

Diary management and team activity calendars

• Own the Markets combined team calendar and activity roadmap
• Organise and schedule meetings/conferences for the MD Markets and Chief Reps while in the UK. It is expected that the MD Markets and Chief Rep diaries will be managed for activities in market by the in market team
• Schedule and organise regular cross team meetings and one to ones with the MD Markets and Chief Reps. Take actions at relevant group meetings and follow up.
• Use own initiative to help MD Markets and Chief Reps manage their time effectively and give adequate attention to company priorities.

Meeting preparation

• Ensure all relevant paperwork for meetings/conferences is available in electronic folders
• Co-ordinate pan market team collaborations, meetings and staff conference attendance
• Prepare presentations for MD Markets as required
• Ensure MD Markets has access to all relevant parpers and information for regular SLT meetings

Cross team and HQ communications

• Ensure efficient and optimal cross market team communications
• Field enquiries from London teams, partners and stakeholders to the right people in Markets
• Attend and take notes at internal meetings on behalf of Markets as requested by MD Markets and report back to Makets teams

Minutes

• Attend meetings in person or virtually as directed by the MD Markets and draft minutes and/or action points
• Track and follow up agreed actions

Travel

• Coordinate business travel and accommodation arrangements for MD Markets in the UK - and internationally as required

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.

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