Administrative Assistant - Defence, Security and 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 benefit the public interest through the impact and wide dissemination of over 200 projects per year. Our work at its most impactful changes policy, practice and process to the benefit of the public good. That is also our organisational mission.

RAND Europe has approximately 180 staff across offices in Cambridge, Brussels, and the Netherlands. Our staff represents 22 nationalities, speaks over 20 languages and covers 31 academic disciplines. Our multi- and inter-disciplinary approaches to research generate unique perspectives and insights for our wide-ranging government, foundation and other NGO clients.

We are seeking an Administrative Assistant to support the Defence, Security & Justice Research Group and Administration Co-ordinator by providing comprehensive administrative support to the research group and senior leaders within the organisation, ensuring smooth operations across multiple areas.

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.

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.

Communication and Coordination

• Liaise with external visitors and clients, providing logistical support.
• Handle confidential and sensitive information with discretion. The DSJ group conducts independent research for national governments on topics related to all areas of defence, security and justice. As such the AA may, on occasion be required to support staff working on sensitive topics and must be able to operate professionally and discreetly to support the team.

• 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

Up to £27,500 DOE

• 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.

How to Apply

If you believe you are suited to the Administrative Assistant role please submit an application comprising of a CV and covering letter. The closing date for applications is Sunday 17 August, however applications will be reviewed as received and interviews may be conduced before the closing date.

If you have not been contacted within 30 days of application deadline, please assume your application has not been successful.

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