The Economist

Returning Candidate?

Administrative Assistant - Part time

Administrative Assistant - Part time

ID 
2017-4147
Job Locations 
United Kingdom-London
Function  
Editorial

More information about this job

Introduction

NewEIU-logo - Copy

 

The Economist Group is the leading source of analysis on international business and world affairs. We deliver our information through a range of formats, from newspapers and magazines to conferences and electronic services. What ties us together is the objectivity of our opinion, the originality of our insight and our advocacy of economic and political freedom around the world.

 

As the research and analysis division of the Economist Group, The Economist Intelligence Unit (EIU) helps leaders prepare for opportunity, empowering them to act with confidence when making strategic decisions. The EIU is the global standard in providing quality, actionable intelligence to the public and private sector, assessing issues that impact the marketplace for over two hundred countries.

 

We are recruiting a part time Administrative Assistant. This role is for 3 days a week, to provide comprehensive and, where appropriate, confidential administrative support to the teams in Country Publishing (CP) plus the Industry team and the Custom Research team. The successful candidate will maintain an open communication and exchange of information with relevant colleagues to ensure efficiency of operations within CP administration. You will provide cover for the administration team where appropriate.

 

Accountabilities

In this role you will be expected to :

 

  • 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 for travelling) 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
  • Arrange farewell cards and collections. Ensuring managers have completed relevant paperwork for leavers. Taking responsibility for ensuring former staff are removed from the Intranet and network access

 

Experience, skills and professional attributes

To succeed in the role you must have:

  •  
  •     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)

 

You will be able to demonstrate:

 

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