Temporary Administrative Assistant

We are looking for a highly organised and proactive Administrator to provide comprehensive administrative and operational support to a busy team. This role is responsible for coordinating day-to-day administrative activities, managing team logistics, supporting meetings and events, maintaining accurate records, and ensuring the smooth running of departmental operations.

The successful candidate will be detail-oriented, adaptable, and able to manage multiple priorities while delivering excellent service to both internal and external stakeholders.

Key Responsibilities

Administrative Support

• Coordinate team calendars using Microsoft Outlook, including scheduling meetings and booking meeting rooms.
• Arrange internal, external, and virtual meetings, coordinating video conferencing requirements and liaising with the AV team where necessary.
• Coordinate with clients and internal departments to organise meetings, conference calls, catering, and meeting logistics.
• Prepare correspondence, presentations, reports, and other documentation as required.
• Maintain accurate electronic and hard-copy filing systems.
• Manage incoming mail, emails, and telephone enquiries, responding directly or directing requests to the appropriate individuals.
• Perform general administrative duties including printing, scanning, photocopying, and document preparation.

Travel & Expense Administration

• Coordinate domestic and international travel arrangements, including flights, accommodation, conference registrations, and transport.
• Arrange visas, travel documentation, itineraries, and supporting travel information.
• Prepare, submit, and track travel and expense claims, resolving any outstanding queries in a timely manner.

Data & Records Management

• Maintain and update client and internal contact information within Salesforce.
• Keep enquiry logs up to date and distribute reports or information as requested.
• Ensure departmental records and documentation remain accurate, organised, and compliant.

Event & Meeting Coordination

• Coordinate the end-to-end administration of internal, external, and virtual events.
• Source venues, coordinate catering, manage attendee communications, organise speaker logistics, and provide administrative support during events.
• Support the team at company-sponsored conferences and industry events as required.

Operational Support

• Raise, monitor, and follow up on IT support tickets, liaising with both local and offshore IT support teams.
• Set up workstations and provide administrative support for international visitors.
• Provide administrative cover for colleagues during periods of leave or absence.
• Undertake additional administrative duties and special projects as required to support the team's objectives.

Qualifications & Experience

• Previous experience in an administrative or office support role within a fast-paced corporate environment.
• Experience supporting multiple stakeholders and coordinating a variety of administrative activities.
• Excellent verbal and written communication skills with strong business writing and grammar.
• Strong organisational skills with exceptional attention to detail.
• Ability to manage multiple priorities and work effectively under pressure.
• Professional telephone manner with excellent customer service and interpersonal skills.
• High level of discretion when handling confidential and sensitive information.
• Self-motivated, adaptable, and able to work independently as well as collaboratively within a team.

Technical Skills

• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience using Salesforce or other CRM systems is advantageous.
• Familiarity with travel booking systems, expense management platforms, and virtual meeting tools is beneficial.

Personal Attributes

The successful candidate will be organised, dependable, and proactive, with a positive attitude and a willingness to learn. They will demonstrate excellent communication skills, strong problem-solving abilities, and the flexibility to adapt to changing priorities while consistently delivering high-quality administrative support.