Apella Advisors is seeking a Team Administrator

29 June 2023 (London)

Location: London

Remuneration: Competitive

Timing: Immediate

About Apella

Apella Advisors is a reputation and strategic communications consultancy.

We were formed in 2019 by a group of experienced and passionate communications practitioners with in-house and consultancy backgrounds. We exist to help organisations achieve their long-term goals and look to the future with confidence.

Our focus is on how reputation can create measurable corporate value. We believe that a clear purpose should be the guiding principle for strategy and, in turn, can support an exceptional and sustainable reputation among stakeholders.

We provide rigorous advice based on a powerful combination of expertise, insight, and data.

Apella is now at an exciting stage in its growth. Client wins and retention over the past year mean that we are looking to continue building our team. We are facing into 2023 with a strong pipeline of new opportunities and ambitious plans for developing our offer.

We are building an inclusive firm where everyone’s contribution is recognised and appreciated. The founding partners are committed to creating an environment that is very different to a traditional agency. We care more about the value that we provide to our clients than hours logged on a timesheet.

Employment Opportunity

As a Team Administrator to the Apella team, you will provide day-to-day administrative support. The role will require you to help shape the firm’s culture at an early stage in its development, and you will help set the tone for the quality of its operations – as well as overseeing internal communications with all colleagues. In addition to this vital internal support role, you will also be client-facing, assisting with elements of day-to-day account servicing as well as the firm’s marketing activities.

This is a key role which, if performed effectively, will have a profound effect on the whole firm. Confidence, strong-interpersonal skills, natural curiosity, absolute discretion, an interest in advisory services and a willingness to organise and improve are all essential ingredients to making this role a success.

You will report to the Executive Assistant of Apella.

What we’re looking for

Background / Experience 

· A minimum of 5 years proven experience in similar roles, preferably in a growth-driven fast-paced environment.

· Experience in a consultancy or other service-related business.

Knowledge / Skills 

· Professional and mature communication capabilities with all stakeholders, including clients, suppliers and colleagues at all levels of the organisation.

· Excellent organisational skills, attention to detail, and the ability to multitask effectively are essential.

· A high level of integrity, discretion, and ethical conduct are vital due to the sensitive nature of the information handled.

· Strong communication skills, both written and verbal. The ability to craft compelling messages, edit content, and adapt communication styles for different audiences is crucial.

· Taking full ownership and responsibility for any task given to you, with the ability to adapt to changing priorities and working effectively under pressure, is important in supporting the team in a dynamic environment.

· Always ensuring that deadlines and requested deliverables are met and are of the highest quality.

· Highly competent in using Microsoft Office software such as Word, Excel, PowerPoint and Outlook applications. Familiarity with calendar and email management systems is important.

· Strong problem-solving, critical thinking and analytical skills to support the team in making informed decisions and developing effective communication strategies.

· Maintaining and organising confidential files, documents, and records. Retrieving information as needed and ensuring data accuracy.

Key Responsibilities

Full administrative support including but not exclusively: 

· Providing comprehensive administrative support to the team. This includes managing the team's calendar, scheduling meetings, coordinating travel arrangements, handling correspondence, and maintaining organised files and documents. And ensuring all stakeholder files are saved to Dropbox.

· Serving as the primary point of contact for the team, screening and prioritising incoming calls, emails, information requests and other communications. Drafting and editing written correspondence on behalf of the team, ensuring accuracy and professionalism. Coordinating communication efforts between the team and internal/external stakeholders e.g. suppliers, clients and colleagues.

· Preparing meeting agendas, materials, and presentations. Attending meetings, taking minutes, and following up on action items as required. Coordinating and liaising with participants to ensure smooth communication and ensuring all participants are well prepared for meetings.

· Supporting the team in creating and editing various forms of written content, including proposals, pitches, presentations, and social media updates. Liaising with our Document designer for more complex documents. Ensuring content is compelling, accurate, and aligned with Apella’s voice and communication style.

· Maintaining strict confidentiality and professionalism in handling sensitive information and matters related to the teams' work. Upholding ethical standards and handling confidential data and sensitive issues with discretion.

· Researching prospective clients or helping with client issues by scanning media sources, social media or undertaking independent research.

· Helping with queries using tools such as media monitoring services (Brandwatch, Talkwalker) or liaising with data agencies to prepare dashboards or reports (training provided).

· Preparing monthly activity reports for those clients requiring them, such as timesheets.

· Managing subscriptions like FT, Times, Roxhill etc. including setting up and renewing subscriptions.

· Managing client and marketing databases.

· Supporting Apella’s marketing plan and associated collateral and ensuring all assets adhere to our brand guidelines.

· Assisting in planning and coordinating events, such as conferences, seminars, and promotional activities. Coordinating logistics, managing invitations, and ensuring the smooth execution of events.

· Helping run the office, including reception duties, meeting room bookings, setting up meeting rooms with catering, handling post and dealing with property/infrastructure issues.

· Responsibility for our external IT contractors as well as having oversight on all software and hardware provision.

· Maintenance of the Apella website, amending web pages where necessary and uploading weekly updates on the website and on LinkedIn.

· Responsibility for Apella’s shared diary, detailing meeting notifications, conference calls, events etc.

· Maintaining the holiday tracker.

· Preparation and analysis of expense claims and credit card receipts.

· Ordering office equipment, kitchen supplies and stationery.

If you are interested, please send your CV to work@apellaadvisors.com stating the role you are applying for and where you heard about this vacancy.