Business Support Administrator (6 month… at Panic Stations · London

Role Overview

PLEASE NOTE: This is a part-time position (3 days a week - Mondays, Tuesdays and Wednesdays) on a 6-month fixed-term contract.

Reports to Business Support Lead and supports the Skeleton Crew group.

This role is first and foremost about keeping the group team moving by turning research, events, and admin into clear recommendations and reliable delivery.

You are accountable for research, event coordination, and administrative support across the group team. One week that's quarterly venue research, the next a merch run for a launch or a conference trophy order. You use emerging tools and solid processes to pre-empt what's coming and pivot between quarterly planning and same-day urgent tasks without either slipping.

You are measured on speed, accuracy, and the quality of our research, events, and admin support.

Key Responsibilities

1 - Research and Procurement

You own sourcing across venues, suppliers, merch, print, design, catering, couriers, and gifting. You produce shortlists with pricing and a clear steer, not raw lists of options, and you maintain a reliable database of preferred vendors.

You manage supplier communications end to end and run purchase workflows, quotes, MOQs, receipts, and production timelines across concurrent runs.

Success looks like:

• Recommendations arrive decision-ready and rarely need rework
• Merch is produced to spec and quality and on deadline
• The vendor database stays current without prompting
• Concurrent quotes and production timelines are tracked accurately

2 - Event Coordination

You research, book, and run quarterly socials, seasonal and launch events, and ad hoc projects, starting venue work early enough to get approval on venues and budgets. You view venues in person across London alongside your lead, and you're on the ground during event days and occasional evenings.

You design RSVP processes, handle contracting and attendee management, and track spend against budget.

Success looks like:

• Venues are confirmed well ahead of each event
• Options are presented clearly enough for a fast decision
• Event day logistics run without last-minute surprises
• Expenses are reported on time and tracked against budget

3 - Admin Systems and Urgent Support

You set up and maintain the trackers, spreadsheets, and weekly status reports that keep group projects visible, defaulting to clear naming and structure without being asked. You also handle light scheduling as priorities shift.

You absorb short-notice work across research, bookings, procurement, and admin, triaging sensibly and handling sensitive matters with discretion.

Success looks like:

• Trackers stay current without reminders
• Weekly reports give an honest read on status, blockers, and what's next
• Urgent requests get a fast, accurate turnaround
• Rescheduling is handled smoothly with no downstream confusion

Overall Measure of Success:

• The group team trusts that anything you're handling is genuinely handled

• Recommendations are decision-ready, not research dumps

• Events happen on time, on budget, and calmly

• Concurrent workstreams stay visible through your trackers and reports

• Mistakes and slipping deadlines are surfaced early, not discovered late

• Experience in admin, coordination, or business support work

• Strong research and organisation and clear, professional written communication skills

• Professional experience representing a group to stakeholders and vendors

• Meticulous attention to detail, especially with finances, dates, and commitments

• Proactive and self-managing across multiple concurrent tasks

• Trustworthy handling of confidential information including contracts, personal data, and budgets

• Hands-on experience using emerging tools for research, drafting, and admin work

• Proficiency in Google Workspace and Microsoft Office

• Based in or near London for in-person venue viewings and event support, with occasional

evenings and out-of-hours coordination for events or international bookings

Our benefits include a 2-week winter break to rest and recharge, in addition to your holiday allowance.