Senior Administrator, Investor Relations

Meetings

• Work with external brokers and independently to arrange meetings with shareholders/analysts, as well as other ad hoc internal and external meetings.
• Manage itineraries and logistics, including the creation of investor profiles ahead of meetings.
• Support events such as the AGM and other investor/press events: distribution of invitations, event logistics, itineraries, venue and equipment hire plus provide on-site administrative support.

Board meetings

• Support communications with PIN's Board, including oversight of Board meeting arrangements, final preparation of Board papers and the control and distribution of Board packs.
• Support the production of quarterly IR reports using PowerPoint.

Reporting and presentations

• Support the team with the creation of PowerPoint presentations and the production of other documents: Creative use of charts, graphics, information and illustrations to effectively convey key points.
• Manage process for requesting any necessary permissions for use of 3rd party logos, information etc.
• Manage compliance sign-off process for all marketing materials.
• Support the creation of Annual/Interim Reports - proofreading etc.
• Responsible for setting up external mailings to distribution lists.

Website updates

• Update corporate website using Content Management System as required.
• Liaise with website provider and other vendors as required.

Data Management

• Manage database and distribution lists.
• Maintain accurate records of investors (active and inactive) and other contacts.

General matters

• Manage team diaries and support meetings as required (i.e. booking meeting rooms, catering etc).
• Maintain the PIN IR calendar, liaising with the Company Secretary.
• Arrange travel for PIN team members as required.
• General file management and responsibility for processing invoices and expenses for the team.
• Provide general support and take calls and messages, directing them as appropriate.
• Ensure compliance with relevant laws, regulations and Pantheon policy (including reporting compliance risks and maintaining appropriate standards of conduct).

Knowledge and Experience Required

• The Administrator will be expected to be able to work independently on day-to-day tasks but with a very clear understanding of when queries/requests, particularly from investors and analysts, should be escalated.
• All issues arising outside the scope of the role and any supporting tasks that require direction must be referred to more senior members of the team.
• The ideal candidate will have experience of providing assistant level support in a client-facing function within the financial or professional services sector.
• Excellent attention to detail and ability to work to a high degree of accuracy.
• Excellent PowerPoint, Word and Outlook skills and working knowledge of Excel.
• Proactive and flexible approach to work and ability to manage a variety of tasks simultaneously.
• Ability and willingness to gain a good understanding of the team's working practices and processes.
• Excellent organisational skills and ability to prioritise/manage own workload.
• Ability to work to tight deadlines/under pressure with minimum supervision.
• Excellent communication skills, both written and verbal.
• Ability to form and develop strong working relationships with internal teams, members of PIP's Board and suppliers.
• High level of professionalism, confidentiality, discretion and judgement.
• Experience of organising events and project management skills would be advantageous.
• Formal education and professional and/or technical qualifications required: Administration courses or equivalent would be advantageous.
• An interest in public markets and the reporting requirements of a public company would be advantageous.