2356 Administrative Positions jobs in Southampton

Administrative Support Assistant - Portsmouth Dockyard 

PSI Global are seeking an organised and reliable Administrative Support Assistant to join our clients team on a fixed-term basis to cover maternity leave. This is an excellent opportunity for an individual with strong administrative skills and attention to detail to support our busy and dynamic department.

The successful candidate will play a key role in maintaining the smooth operation of our office processes, with a focus on data management, purchase order processing, and ensuring tasks are completed efficiently and on time.

Job Title: Administrative Support – Maternity Cover Starting November for a period of 9 months (security clearance pending)
Location: Portsmouth Naval Base
Contract Type: Fixed-Term (Approx. TBC)
Working Hours: Full-time: Monday – Thursday 7:30am – 4:00pm & Friday 7:30 – 1:00pm
Salary: £13ph
 

Key Responsibilities

The responsibilities of this role will include:

• Basic Administrative Support: Provide day-to-day administrative assistance to the team, ensuring all office operations run smoothly.
li>Data Entry: Accurately input data into our work control system and maintain up-to-date records, including job cards and trackers.
• Work Control System Management: Input and manage data within our work control system to support efficient tracking and reporting of projects.
• Purchase Orders (PO): Create, process, and track purchase orders in a timely and accurate manner.
• Adherence to Deadlines: Effectively manage tasks under pressure, ensuring all work is completed within specified timeframes.

Requirements

We are looking for someone who can demonstrate:

• Experience: Previous experience in an administrative role, preferably within an industrial, operational, or similar environment.
• Skills: Proficient in data entry, invoicing, timekeeping, and use of work control systems.
• Attention to Detail: Strong accuracy and attention to detail in all aspects of work.
• Microsoft Office: Confident in using Excel and Word.
• Time Management: Ability to prioritise and manage multiple tasks effectively.
• Communication: Excellent verbal and written communication skills.
• Team Player: Able to work independently and collaboratively within a supportive team.

The successful candidate will be required to complete a BPSS security clearance. A full 3 years of employment history will be required and any gaps in employment will need to be disclosed.

• Provide comprehensive administrative support to project managers and site teams.
• Manage project documentation, including plans, reports, and correspondence.
• Schedule meetings, appointments, and site visits for project personnel.
• Prepare project-related documents, presentations, and correspondence.
• Maintain accurate project records and databases.
• Assist with the procurement and tracking of project supplies and equipment.
• Facilitate communication between internal teams, clients, and subcontractors.
• Handle incoming and outgoing mail and deliveries.
• Perform general office duties, including filing, scanning, and data entry.
• Support the onboarding process for new project team members.

• Proven experience in an administrative or secretarial role.
• Experience in project support or the construction industry is advantageous.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organisational and time management skills.
• Strong written and verbal communication abilities.
• High level of accuracy and attention to detail.
• Ability to multitask and prioritise effectively.
• Discretion and ability to handle confidential information.
• Proactive approach and ability to work independently.
• Familiarity with project management software is a plus.

• Manage and maintain complex calendars for multiple executives, including scheduling meetings, appointments, and travel arrangements.
• Coordinate domestic and international travel logistics, including flights, accommodation, and ground transportation.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Screen and prioritize incoming communications, including emails and phone calls, taking appropriate action.
• Organize and manage virtual meetings, including setting up video conferencing, distributing agendas, and taking minutes when required.
• Assist with expense reporting and budget tracking for executives.
• Conduct research and prepare materials for meetings and projects.
• Act as a liaison between executives and internal/external stakeholders.
• Manage and maintain confidential files and records with discretion.
• Proactively identify and address potential scheduling conflicts or logistical issues.
• Provide general administrative support, including document management and office supply coordination (if applicable to remote setup).
• Anticipate the needs of executives and take initiative to streamline processes and improve efficiency.

• Proven experience (minimum 5 years) as an Executive Assistant or Senior Administrative Assistant, supporting senior-level management.
• Exceptional organizational and time management skills, with the ability to prioritize effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., Zoom, Microsoft Teams, Slack).
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proactive problem-solving abilities and a resourceful approach to challenges.
• Ability to work independently with minimal supervision and as part of a remote team.
• Strong attention to detail and accuracy.
• Experience in coordinating complex travel arrangements.
• Familiarity with project management principles is a plus.
• A stable internet connection and a dedicated, professional home workspace are essential.

• Manage and maintain multiple executive calendars, scheduling meetings, appointments, and conference calls with precision.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and ground transportation, often at short notice.
• Prepare, proofread, and edit correspondence, reports, presentations, and other documents.
• Handle incoming and outgoing communications, including emails and phone calls, screening and prioritizing as appropriate.
• Organize and maintain digital filing systems, ensuring easy retrieval of information.
• Conduct research and compile data for various projects and meetings.
• Assist with the preparation of agendas, taking minutes, and tracking action items from meetings.
• Process expense reports and manage other administrative tasks related to executive support.
• Act as a liaison between executives and internal/external stakeholders, maintaining professionalism at all times.
• Anticipate the needs of executives and proactively address potential issues.
• Maintain strict confidentiality regarding sensitive company and personal information.
• Support the onboarding of new executives or team members with administrative setup.
• Assist with event planning and coordination for virtual and in-person gatherings as needed.
• Continuously seek ways to improve administrative efficiency and support executive productivity.

• Proven experience as an Administrative Assistant, Executive Assistant, or in a similar support role.
• Exceptional organisational and time-management skills, with the ability to manage multiple competing priorities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools (e.g., Zoom, Teams, Slack).
• Excellent written and verbal communication skills, with a keen eye for detail and accuracy.
• Discretion and a high level of professionalism in handling confidential information.
• Proactive mindset with strong problem-solving abilities.
• Ability to work independently with minimal supervision in a remote setting.
• Experience with travel booking and expense management systems is a plus.
• A background in a fast-paced corporate or start-up environment is advantageous.
• Tech-savvy and adaptable to new software and technologies.

• Manage and maintain project calendars, scheduling meetings, and coordinating appointments for project managers and team members.
• Prepare, edit, and format project-related documents, including reports, presentations, and meeting minutes.
• Organize and maintain project documentation, ensuring easy accessibility and version control.
• Track project timelines, deliverables, and milestones, alerting project managers to potential delays or issues.
• Facilitate communication between internal teams, external vendors, and clients through email, instant messaging, and video conferencing.
• Handle travel arrangements, expense reporting, and invoice processing for project-related expenditures.
• Assist with onboarding new project team members, providing them with necessary information and resources.
• Provide general administrative support, including data entry, document management, and correspondence handling.
• Contribute to the continuous improvement of administrative processes and workflows.
• Utilize project management software to update tasks, track progress, and generate reports.
• Act as a central point of contact for project-related inquiries.

• Proven experience as an Administrative Assistant, Project Coordinator, or similar role, preferably in a remote setting.
• Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Experience with virtual collaboration tools such as Zoom, Microsoft Teams, Slack, and Asana or similar project management software.
• Exceptional written and verbal communication skills.
• High level of attention to detail and accuracy.
• Ability to work independently with minimal supervision and take ownership of tasks.
• Proactive problem-solving attitude and the ability to anticipate needs.
• Discretion and confidentiality in handling sensitive information.
• A reliable internet connection and a dedicated workspace conducive to remote work.

• Provide high-level administrative support to project managers and project teams.
• Manage project schedules, coordinate meetings, and prepare meeting agendas and minutes.
• Maintain project documentation, including status reports, risk logs, and action trackers.
• Assist with budget tracking and invoice processing for project-related expenses.
• Facilitate communication between project team members, stakeholders, and external parties.
• Organize travel arrangements and manage logistics for project-related events or site visits.
• Prepare presentations and reports for project reviews and stakeholder updates.
• Conduct research and gather information as required for project activities.
• Ensure adherence to project administration protocols and company policies.
• Support onboarding processes for new project team members.
• Proactively identify and resolve administrative issues to ensure smooth project progress.

• Proven experience in an administrative or project support role, preferably within a project-focused environment.
• Excellent organisational and time management skills, with the ability to prioritise effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software (e.g., Asana, Trello, MS Project).
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Discreet, professional, and reliable with a high level of integrity.
• Experience in handling confidential information.
• A proactive approach to problem-solving and continuous improvement.
• Demonstrated ability to adapt to changing priorities and manage multiple tasks.
• Experience working in a hybrid model, balancing remote work with in-office presence in Southampton .

• Managing complex and dynamic calendars for senior executives, including scheduling meetings, appointments, and travel.
• Coordinating domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Preparing, proofreading, and formatting documents, reports, presentations, and correspondence.
• Organising and preparing agendas for meetings, taking minutes, and following up on action items.
• Conducting research and preparing background information for meetings and projects.
• Managing incoming and outgoing mail, emails, and phone calls, and acting as a primary point of contact.
• Implementing and maintaining efficient filing systems, both electronic and physical.
• Assisting with event planning and coordination for internal and external functions.
• Handling confidential information with the utmost discretion and integrity.
• Anticipating the needs of the executives and proactively addressing them to ensure optimal workflow.

• Oversee and manage daily administrative operations, ensuring efficiency and accuracy.
• Supervise, mentor, and develop a team of administrative assistants and receptionists.
• Develop, implement, and maintain effective administrative policies and procedures.
• Manage office supplies, equipment, and vendor relationships, ensuring cost-effectiveness.
• Coordinate office logistics, including meeting room bookings, event planning, and travel arrangements.
• Serve as a point of contact for internal and external stakeholders, providing professional assistance.
• Manage incoming and outgoing correspondence, including emails, mail, and phone calls.
• Ensure the proper organisation and maintenance of company records, files, and databases.
• Support HR functions related to onboarding new employees and maintaining employee records.
• Assist in budget management and tracking of departmental expenses.
• Implement and improve office systems and technologies to enhance productivity.
• Conduct regular team meetings to ensure alignment and address any operational challenges.
• Contribute to a positive and productive work environment.
• Handle confidential information with the utmost discretion.

• Proven experience as an Administrative Manager, Office Manager, or in a similar senior administrative role.
• Demonstrated experience in supervising and leading a team.
• Excellent organisational and time-management skills, with the ability to prioritise tasks effectively.
• Strong understanding of office management principles and best practices.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and common office software.
• Exceptional written and verbal communication skills.
• High level of discretion and professionalism.
• Ability to problem-solve and make sound decisions.
• Experience in streamlining administrative processes and implementing new systems.
• Relevant qualifications in administration or business management are desirable.
• Ability to work effectively both independently and as part of a hybrid team.

• Manage and coordinate complex calendars for multiple senior executives, including scheduling internal and external meetings, appointments, and travel.
• Prepare agendas, meeting materials, minutes, and action items for executive meetings.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries, ensuring cost-effectiveness.
• Serve as a primary point of contact for internal and external stakeholders, fielding inquiries and directing them appropriately.
• Draft, proofread, and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
• Manage and maintain confidential files and records, ensuring proper organization and accessibility.
• Conduct research and prepare background information for meetings and projects as requested.
• Assist with the preparation and tracking of expense reports and departmental budgets.
• Implement and improve administrative processes and systems to enhance efficiency.
• Provide general administrative support as needed, including managing email communications and handling ad-hoc tasks.

• Proven experience as a Senior Administrative Assistant, Executive Assistant, or similar role, supporting senior-level executives.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines effectively.
• Excellent written and verbal communication skills, with a strong command of grammar and professional etiquette.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
• Discretion and a high level of confidentiality are essential.
• Ability to work autonomously, demonstrate initiative, and anticipate executive needs.
• Experience in managing complex international travel arrangements is advantageous.
• A proactive and solutions-oriented approach to problem-solving.
• Demonstrated ability to thrive in a fully remote work environment.
• Strong interpersonal skills and the ability to build rapport with colleagues at all levels.