Administrative Coordinator

At Keywords, we are using our passion for games, technology and media to create a global services platform for video games and beyond. Our aim is to become the “go to” provider of technical services.

We enable leading content creators and publishers to leverage our expertise and capacity across the lifecycle of interactive content. In so doing we empower our clients to remain lean and agile, and to focus on creating the most engaging experiences.

Keywords is trusted and relied upon by many of the world’s leading video game companies to work alongside them during concept, development and live operations by leveraging the breadth and depth of our industry leading service lines every step of the way. www.keywordsstudios.com

We are seeking a dynamic and experienced Administrative Coordinator to join our team. The ideal candidate will have a minimum of 1 year of experience in corporate travel coordination, event management, project coordination, or as an Executive Assistant. The successful candidate should thrive in high-pressure, fast-paced environments, possess excellent communication skills, and demonstrate exceptional adaptability and organizational skills.

Duties and Responsibilities

Admin:

• Efficiently manage and coordinate internal and external meetings, including diary management.
• Provide support to Executive Committee members on occasional requests.
• Prepare finance reports and process executive expenses in a timely manner.
• Organize team meetings, offsites, and other ad-hoc events to ensure smooth operational flow.
• Collaborate closely with the executive assistant, fellow travel managers, and administrative staff to maintain seamless alignment across departments.

Travel:

• Act as the primary point of contact for travel-related inquiries and issues, extending support and resolutions to employees for UK and EU travel.
• Facilitate visa support for international travel, staying informed about evolving visa regulations and requirements.
• Conduct thorough research, negotiations, and relationship-building with airlines and hotels to optimize travel options and costs.
• Collaborate in the implementation of travel platforms and processes, working in tandem with other departments to ensure efficiency and alignment.

Skills and Experience Required

• Experience: Minimum of 1 year experience in corporate travel coordination, event management, project coordination or as an Executive Assistant.
• Adaptability: Demonstrated ability to excel in high-pressure, fast-paced environments.
• Company Size: Experience in large-scale organizations (5000+ employees) preferred.
• Communication: Excellent verbal and written communication skills.
• Availability: Willingness to work flexible hours, including evenings and weekends, to support travellers during business trips.
• Organization: Exceptional planning and organizational skills.
• Software Proficiency: Proficient in Microsoft Excel, Word, and PowerPoint.
• Opportunity to work remotely, with hybrid or office-based options available.
• Flexible working hours to accommodate various schedules.
• Possibility of occasional commuting to the London office.