We are seeking a highly organised and proactive Lead Administrator to oversee and coordinate administrative operations across two closely connected organisations in a fast-paced environment. The ideal candidate will have strong experience in administrative operations, team coordination, and executive support. They must be highly organised, solutions-oriented, and confident in managing multiple priorities while maintaining professionalism, accuracy, and confidentiality.
Hiring Status
URGENT HIRING
Work Arrangement
Remote, Full-Time
experience level
Mid-Level
Team Coordination
Manage the day-to-day workload of the admin team — task allocation, prioritisation, and follow-through
Ensure tasks are picked up promptly and completed to the required standard, without needing to be chased from above
Maintain clear visibility over what the team is working on, what is outstanding, and what is at risk
Remain hands-on with admin work alongside coordinating the team — this is not a purely oversight role
Upward Communication
Keep the Chief of Staff informed on workstream status, open items, and any risks — proactively, without being prompted
Surface issues early with a recommended course of action rather than just the problem
Flag suggested improvements to processes, workflows, or tools as they arise
Own the admin-facing Slack channels and communication points so senior leadership can step back from them
Operational Standards
Maintain consistent standards across admin outputs — documentation, trackers, records, and communications
Ensure admin systems and shared platforms are kept organised, current, and accessible
Identify friction points in how admin work currently flows and bring forward practical solutions
Support onboarding of new team members into admin processes and tools
Cross-Team Support
Liaise with delivery teams to understand what admin support is needed and coordinate it efficiently
Manage communications and follow-ups with external contacts on behalf of the team where required
Coordinate logistics, scheduling, and operational tasks across both entities as needed
This role does not include conducting performance reviews or formal ratings for the admin team. Those responsibilities remain with the Chief of Staff. The Chief of Staff is the primary point of contact for operational direction and escalation. The Lead Administrator's accountability is operational: making sure the work is done, the team is coordinated, and nothing falls through the cracks.
What Success Looks Like
Within 3 Months
The admin team's workload is being coordinated clearly — tasks assigned, followed up, and completed without the Chief of Staff needing to intervene
The Chief of Staff is receiving regular, proactive status updates and is not chasing for information or progress
Admin-facing channels and trackers are organised and well-maintained
At least one process improvement has been identified and implemented
Within 6 Months
The Chief of Staff has been freed from day-to-day admin coordination — the Lead Administrator is the operational point of accountability
The admin function is operating as a reliable, low-friction support layer across both organisations
Process improvements are being suggested and implemented on a regular basis
The team is well-coordinated, workloads are balanced, and delivery is consistent
This role is for one of our existing clients, and the successful candidate will work directly with the client’s team while collaborating with our agency to ensure smooth operations, adherence to standards, and proper documentation. The role involves acting as a primary point of contact for day-to-day responsibilities and requires a proactive, detail-oriented professional capable of managing multiple priorities independently.
Bachelor’s degree in Business Administration, Management, or a related discipline preferred
At least 3–5 years of proven experience as an in administrative roles with a focus on executive and multi-team support.
Bonus: Relevant Project Management certification such as Lean Six Sigma and PMP
Demonstrable experience in an admin or operations role, with exposure to coordinating or leading remote teams
Experience in an agency, communications, or multi-team environment
Background in high-volume inbox management, calendar coordination, and cross-functional communication
Experience maintaining trackers, documentation, and records to a high standard
Comfortable supporting senior leadership directly — not just general team admin
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
Proficient in Project Management tools (Asana, ClickUp, Trello, etc.)
Proficient in Slack
Strong communication skills with professional interpersonal abilities.
Ability to work independently while being a team player who contributes positively to office culture.
Not looking for a "yes" person. Ideal candidate should have a backbone and will give ideas and direction according to the best of their knowledge.
Proactive and self-directed — identifies what needs doing and acts without waiting to be
askedClear, direct communicator — comfortable flagging risks and issues upward without being
promptedOrganised and detail-oriented — notices what is missing, follows through without prompting,
and keeps systems cleanCalm and solutions-focused under pressure — brings recommendations, not just problems
Team-oriented and hands-on — understands that coordinating the team's work and doing the
work are both part of the roleIdeal candidate to demonstrate high critical skills and the ability to understand the context/situations.
Reliable internet for active engagement, clear microphone and video camera for meetings and quiet workspace.
Schedule: Monday to Friday
Shift: Monday - Friday 9 AM to 5PM UK time.
Type: Full-time, Independent Contractor, remote (this must be your only job). No other employment or freelance projects.
Fully remote, work from anywhere
Monthly payout
21 general leaves
Mental Health Wellness Support
Access to UDEMY and other learning subscriptions
Creative and collaborative work culture
Exposure to high-impact roles within a growing marketing team
Work with purpose-driven organisations
Send your application to our form here. Our HR Partner will review submissions through our application form.
