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Executive Project Administrator - PRS IN VIVO
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Executive Project Administrator - PRS IN VIVO
Office & Financial Coordinator – PRS IN VIVO
The rising cost of living, pressure for sustainability, global conflict, and tariffs are reshaping shopper behaviour. Against these complexities, PRS IN VIVO helps brands develop sustainable habit loops through behavioural science—advising on shopper experiences from path to pack, product, and new product development (NPD).
To succeed, we require structure, clarity, and disciplined coordination. This critical role ensures seamless alignment between PRS IN VIVO and our internal teams, enforcing operational rigour while empowering senior leadership.
We’re seeking a highly organised, proactive, and confident individual who thrives in complexity, takes ownership, and brings order to fast-paced environments. This is a chance to grow into a trusted operator shaping how the business operates daily.
Responsibilities
Your role spans financial administration, coordination, and executive support, spanning four key areas:
1. Financial Administration
- Manage primary financial processes:
- Invoicing
- Purchase orders
- Financial documentation
- Liaise with Ipsos Finance to ensure accuracy, timeliness, and compliance
- Track workflows, identify gaps, and enforce follow-through
- Maintain high standards of precision in detailed processes
2. Coordination & Communication
- Act as the central stakeholder bridge between PRS IN VIVO, Ipsos, and internal teams
- Streamline information flow for clarity, alignment, and efficiency
- Support planning cycles, internal comms, and core business processes
- Introduce structure and organisation in complex, high-pressure environments
3. Executive Support & Time Management
- Manage the senior leadership diary, protecting focus and priority
- Act as a gatekeeper, controlling external access to leadership
- Prepare meeting agendas, record actions, and ensure post-session follow-ups
- Ensure leadership dedicates time to high-impact activities
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4. Personal & Company Development
- Contribute to refining internal systems and workflows
- Foster a culture of accountability, organisation, and operational excellence
- Proactively identify opportunities for efficiency improvements
- Commit to continuous learning in a dynamic environment
Requirements
Essential Criteria
- Highly organised and detail-oriented, excelling at managing complexity without overlooking critical details
- Confident, assertive, and capable of:
- Managing stakeholders across levels
- Protecting leadership time and focus
- Anticipating needs before being asked
- Strong attention to detail for administrative tasks (e.g., financial, documentation)
- Comfort handling financial processes (invoicing, Purchase Orders), though formal finance experience isn’t mandatory
- Desires to tangibly improve business operations—efficiency, communication, andsynergy across teams
Desirable Criteria
- Experience in executive assistant, operations, or administrative support roles
- Background in corporate or matrix environments
- Ability to manage senior stakeholders and conflicting priorities
- Proven organisational and planning skills in fast-moving settings
- Comfort with independence while maintaining alignment with leadership
- Initiative to improve processes and drive operational excellence
- Capacity to clarify ambiguous situations with increased structure
Essential Behaviours
- Proactive: Taking initiative without needing guidance
- Assertive and confident: Decisive in multistakeholder contexts
- Highly organised: Balancing multiple priorities seamlessly
- Detail-oriented: Spotting precision errors and mitigating risks
- Collaborative: Empowering team cohesion while maintaining clear lines
- Discreet and trustworthy: Handling sensitive information with integrity
- Resilient, flexible, and adaptable: Thriving amid change
- Strong judgement when resolving complex issues
- Outstanding communication: Adaptive to diverse audiences
- Ownership mentality with clear accountability standpoint
- Problem-solving mindset: Turning challenges into actionable solutions
- Professional gravitas: Exuding credibility
- Service-first orientation: Aligning efforts to stakeholder needs
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Benefits
We’re unwavering in our support for your well-being and growth. Our full benefits package includes:
Core Support
- 25 days of annual leave
- Pension contributions
- Income protection and life assurance
Health, Wellbeing & Professional Growth
Additional opportunities for enhancing your health, finances, and career development.
Flexible Work Arrangements
- We recognise life commitments extend beyond work and assess requests on a case-by-case basis. Highlight any flexibility requirements when applying.
- Adopt a hybrid model—3 days either in-office or on-site with clients per week.
Inclusivity & Commitment
Diversity isn’t just valued; it’s essential. At Ipsos PRS IN VIVO, we prioritise an inclusive, accessible workplace with:
- Active recruitment process equity
- Disability-confident certification (Level 2 Employer)
- Diverse lenses in research and client problem-solving
Let’s create meaningful impact together. Apply now!
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