Executive Project Administrator - PRS IN VIVO

Executive Project Administrator - PRS IN VIVO

London, England, United Kingdom (Hybrid)

Job Description

The rising cost of living; pressure for sustainability; global conflict; and tariffs are all changing how we shop. Against these complexities, PRS IN VIVO help brands develop sustainable habit loops. We use behavioural science to advise clients on all aspects of shopper experiences: path, pack design, product & NPD.

To operate effectively, we require strong internal structure, clarity, and discipline. This role is critical to enabling that. Acting as a central point of coordination between PRS IN VIVO and internal departments, you will ensure information flows efficiently, priorities are protected, and the business operates with rigour.

We are looking for someone highly organised, proactive, and confident; someone who enjoys taking ownership and bringing order to complexity. This role offers the opportunity to grow in influence over time, developing into a trusted operator supporting senior leadership and improving how the business runs day to day.

Day to day

You will work closely with the UK Managing Director (PRS IN VIVO) and senior leadership team, acting as a key conduit for PRS IN VIVO. You will balance financial administration, coordination, and executive support to ensure the business runs smoothly. Your role will cover four areas:

• Primary responsibility for financial processes, including invoicing, purchase orders, and financial documentation
• Liaising with Ipsos finance teams to ensure accuracy, timeliness, and compliance
• Tracking financial workflows, identifying gaps, and ensuring follow-through
• Maintaining high standards of accuracy and attention to detail

Coordination & Communication

• Acting as a central point of contact between PRS IN VIVO and Ipsos stakeholders
• Managing the flow of information, ensuring clarity, alignment, and efficiency
• Supporting planning cycles, internal communications, and key business processes
• Bringing structure and organisation to complex, fast moving environments

Executive Support & Time Management

• Diary management for senior leadership, ensuring time is protected and prioritised effectively
• Acting as a gatekeeper, managing access and requests from internal stakeholders
• Supporting meeting preparation, agendas, and follow-ups
• Ensuring leadership focus remains on high-value activities

Personal & Company Development

• Contributing to improving internal processes and ways of working
• Promoting a culture of accountability, organisation, and operational excellence
• Taking initiative to solve problems and improve efficiencySorry typo.

About You

• You are highly organised, detail-oriented, and take pride in bringing structure to complexity. You are comfortable managing multiple priorities and ensuring nothing falls through the cracks.
• You are confident and assertive, able to manage stakeholders at all levels and protect the time and focus of senior leaders. You are proactive, take initiative, and do not wait to be asked; you anticipate needs and act accordingly.
• You have strong attention to detail, particularly in administrative and detailed processes, ensuring accuracy and consistency. You are comfortable working with financial documentation or similar, though a formal financial background is not required.
• You are looking for a role where you can make a tangible impact on how a business operates, improving efficiency, communication, and effectiveness across teams.
• Experience in an administrative, operations, or executive assistant role
• Experience working in a corporate or matrix organisation
• Confidence working with financial processes such as invoicing and purchase orders
• Ability to manage senior stakeholders and multiple competing demands
• Strong organisational and planning skills in fast paced environments
• Comfort working independently while maintaining alignment with leadership
• Interest in improving processes and driving operational efficiency
• Ability to bring structure and clarity to ambiguous situations

Behaviours:

These are the behaviours you should embody:

• Proactive
• Takes initiative
• Assertive and confident
• Highly organised
• Detail-oriented
• Discreet and trustworthy
• Resilient, flexible and adaptable
• Strong judgement and decision making
• Ownership and accountability
• Problem solving mindset
• Professional gravitas
• Service orientation and stakeholder focus

We offer a comprehensive benefits package designed to support you as an individual. Our standard benefits include 25 days annual leave, pension contribution, income protection and life assurance. In addition, there are a range of health & wellbeing, financial benefits and professional development opportunities.

We are committed to equality, treating people fairly, promoting a positive and inclusive working environment and ensuring we have diversity of people and views. We recognise that this is important for our business success - a more diverse workforce will enable us to better reflect and understand the world we research and ultimately deliver better research and insight to our clients. We are proud to be a member of the Disability Confident scheme, certified as a Level 2 Disability Confident Employer. We provide an inclusive and accessible recruitment process. Your application will be reviewed by someone from our Talent Team who will be in touch either way to let you know the outcome.