Strategic Project Assistant

This is a special opportunity to join a dynamic, project-focussed workplace inside a growing, supportive team with a clear, globally impactful mission. Panmure House is the former home of Enlightenment philosopher Adam Smith, and the project aims to apply his work here in the 21^st century to create positive change through research and public engagement. Visit panmurehouse.org for details of all current programming.

This role, which is intended to develop individuals for the next stage in their career, is available for a fixed-term 18-month period in the first instance (with possibility of extension). It is a hybrid role, with some home working required. Full training will be provided.

The Strategic Project Assistant provides comprehensive and confidential administrative and marketing support across the Adam Smith’s Panmure House project. The role works closely with the Programme Director and their executive team, and therefore requires a confident communicator and team player, ready to proactively engage wherever needed. Due to the dynamic and flexible nature of the role the successful candidate must be able to balance conflicting priorities and master the art of succinct communications, whilst remaining composed and professional under time pressure.

The responsibilities are diverse, which is especially beneficial for the candidate’s professional development. The candidate will co-ordinate, manage and prepare marketing materials for the project’s programming, website, and day-to-day public engagement across social media. The nature of Panmure’s stakeholders demands that all written communications are of the highest standard, and candidates will be required to demonstrate this during the interview process.

The successful candidate will help coordinate a diverse portfolio of VIP contacts, and play a critical role in the organisation and delivery of Panmure’s world-leading thought leadership as part of a close-knit, driven and highly professional team. This is a challenging but extremely rewarding role that will suit an energetic graduate with a positive attitude, willing to adapt and able to learn on the go, who is prepared to provide support at all levels.

Closing date for applications: midnight on Sunday 3 September 2023. Interviews will take place in person at Panmure House on 11 & 12 September 2023.

Summary of Key Duties and Responsibilities

The Strategic Project Assistant is required to:

1. Provide a full range of high-quality, proactive and confidential administrative support across the Panmure House team, including financial processing and support in event management & coordination.
2. Take responsibility for the proactive and positive marketing of the Panmure House project through copy editing, website maintenance and regular social media posts.
3. Manage the Panmure House inbox and calendar, acting as first point of contact for enquiries, and liaising with colleagues to ensure all event details and annual checkpoints are up to date and accurate.
4. Provide diary management support and executive assistance to the Programme Director: preparing meeting agendas, correspondence and appointments, processing travel plans and expenses.
5. Coordinate newsletter mailouts, maintaining the Panmure House contacts database and SharePoint to a high standard.

Please note this job description is not exhaustive, and the role holder will be required to undertake other relevant duties commensurate with the grading of the post. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

Additional responsibilities:

Assist with ad hoc personal administrative matters for the Programme Director.

Please note this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

Person Specification

These are the criteria on which the short-listing and recruitment selection will be based.

Essential criteria

1. Undergraduate degree (or just about to graduate).
2. Fully proficient in the use of relevant IT packages, including MS Word, Excel, Outlook and Powerpoint.
3. Previous experience in providing high-level administrative support/support for confidential matters.
4. Experience with marketing and social media (desirable).
5. Experience with planning events (desirable).

Person attributes

1. Ability to exercise discretion in handling highly confidential information and working with confidential and time-sensitive materials.
2. Must have well-developed interpersonal skills, and a proactive approach to problem solving with strong decision-making skills.
3. Professional and proactive approach.
4. Ability to multi-task, prioritise and adapt to change whilst retaining a calm and professional disposition, working quickly, flexibly and accurately in a dynamic, changing and pressured environment.
5. Must be passionate about providing excellent customer service.
6. Ability to establish and maintain professional working relationships with colleagues and be thoughtful in a multicultural environment.
7. Ability to organize a daily workload by priorities.
8. Must be able to meet deadlines in a fast-paced, quickly changing environment.
9. Able to work effectively as part of a team as well as autonomously. Is adaptable and enjoys challenges.
10. Ability to communicate with stakeholders at all levels.