Admin and Support Assistant (part time initally)

Role Purpose

The Admin and Support Assistant will provide robust operational and administrative support to the Executive Assistant, helping ensure smooth day-to-day processes across ordering, travel & logistics, documentation, data tracking, and general office administration. This is an entry-level (or early-career) role, ideal for someone who is highly organised, reliable, and keen to develop strong skills in executive support and office operations.

You will be part of a small team of 2, working very closely with the Executive team. Priorities can often change at short notice so being a personable team player who can quickly adapt to shifting needs as well as learn new tools and share additional responsibility is essential.

Key Responsibilities

• Support the Executive Assistant with travel bookings, itineraries, accommodation arrangements, meeting logistics, and expense tracking.
• Manage order processing and procurement tasks (stationery, office supplies, equipment), raising purchase orders, liaising with suppliers, checking delivery timelines, and ensuring billing/invoice accuracy.
• Perform data entry, maintain key administrative databases, update records (vendors, invoices, travel schedules, contact lists, etc.), ensuring data accuracy and consistency.
• Follow up and chase timelines for deliverables: supplier confirmations, meeting room bookings, documentation, paperwork, approvals, etc.
• Assist with printing, scanning, copying, and binding documents as needed, including formatting, proofing and preparing presentations or reports.
• Coordinate meeting logistics, including room bookings, refreshments, room layout, visitor management, and preparation of meeting materials.
• Support internal documentation processes, filing, archiving, and maintaining document control.
• Help organise internal events or team meetings as required (catering, room setup, invitations, communications).
• Interface with other teams (facilities, procurement, finance, IT) to ensure smooth administrative operations.
• Undertake other administrative tasks and ad hoc duties to support the executive team and overall office efficiency.
  

What We’re Looking For

Essential

• Excellent organisational skills, with strong attention to detail.
• Proactive, reliable, and able to take ownership of tasks with minimal supervision
• Flexible and willingness to adapt to new tools, processes or changes in daily priorities
• Good communication skills: clear, professional, courteous in speaking and written form.
• Basic to intermediate data entry and record-keeping ability; comfortable working with spreadsheets (e.g. Google Sheets).
• Comfortable working in a fast-paced environment, managing multiple small tasks to deadlines.
• Basic familiarity with travel booking, scheduling, or event planning would be a plus (though we will support your development here).
• IT literate: comfortable using Google Docs, Sheets and general admin tools.
• A positive, “can-do” attitude and willingness to learn new systems, processes, and tools.
  

Desirable / Nice to Have

• Some previous administrative or support experience (could be part-time, internships, or assistant roles).
• Experience dealing with suppliers, purchase orders, or invoices.
• Understanding of confidentiality and discretion, particularly when handling sensitive or high-level executive or company information.