Operations Coordinator in London

The Investor Relations Society is looking for an organised, proactive and adaptable Team Administrator to provide administrative, organisational and operational support across all areas of the Society’s work. Working with colleagues throughout the executive team, the Team Administrator will help ensure that the Society operates smoothly and efficiently.

This is a varied role requiring a high degree of flexibility. The nature of the support provided will change at different points in the Society’s calendar and may include committee administration, document management, CRM maintenance, website updates, member enquiries and practical support for events and professional development activities.

We’re based at Birchin Court in the heart of the City of London. We operate a flexible hybrid working structure, with two to three days a week in the office and increased presence around key events.

About the Role

Your responsibilities will include:

• Supporting the coordination of the Society’s annual programme of Board, committee, working group and other governance meetings, including arranging meeting rooms, virtual meeting links and any associated logistics.
• Preparation and distribute agendas, papers and other relevant documents.
• Maintaining forward schedules and calendars to help the team plan effectively, providing general diary and scheduling support where required.
• Coordinating the day-to-day operation of the Society’s office, helping to maintain a professional, efficient and welcoming working environment.
• Providing general administrative support to the Chief Executive and wider team.
• Supporting the preparation, formatting and proofreading of reports, presentations, correspondence and other documents.
• Gathering information from colleagues to support team updates, key performance indicators and status reports.
• Supporting the regular updating and maintenance of the Society’s customer relationship management system (CRM)
• Participating in content management activities across the Society’s website and member portal, uploading and publishing news items, documents, event information and other digital content.
• Providing administrative and practical support for the Society’s events, courses and other activities when required, occasionally supporting the on-site delivery of events and training courses.

Skills and experience

The successful candidate is likely to have:

• Previous experience in an administrative, team support, office coordination or similar role.
• Strong organisational and time management skills.
• The ability to manage multiple tasks, deadlines and competing priorities.
• Experience of coordinating meetings and preparing meeting documentation.
• Excellent attention to detail and a commitment to accuracy.
• Good written and verbal communication skills.
• A professional and helpful approach to dealing with colleagues, members and external stakeholders.
• Confidence using Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint and Teams.
• Experience of entering, maintaining and checking information held on databases or CRM systems.
• The ability to work independently, use initiative and recognise when an issue should be escalated.
• A flexible and collaborative approach to working as part of a small team.

Working arrangements

• This is a permanent, full-time appointment based at the Society’s office in Birchin Court in the City of London.
• The Society operates a hybrid and flexible working model, with employees normally expected to work from the office three days each week. This role also requires regular attendance at in person events, some of which may take place outside normal office hours.

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