About PRAGMA

PRAGMA is a matchmaker and business development platform for oil & gas companies seeking investment, GPs looking to engage with LPs and family offices and sell-side groups like management consultancies and technology companies looking to access senior leaders within energy companies.

We are energy specialists who act as a strategic extension of a team’s business development, or investor relations arm. We want to understand our clients specific growth objectives or capital needs in order to plug them in to our network and help them access and accelerate their relationships with key targets.

Mostly, we do this through private, invite only events such as dinners, roundtables and workshops, curating touchpoints where we can facilitate warm 1-2-1 introductions with hand-picked decision makers. We also provide bespoke market intelligence, producing highly accurate research for clients from across the energy value chain to inform go to market, growth and business development strategies.

Role Overview

We are looking for a highly organised and proactive Administrative Assistant to support the day-to-day running of our team and office operations. This role will play a key part in ensuring efficient administrative processes, smooth coordination of schedules and events, and effective management of communications.

The successful candidate will be comfortable working in a fast-paced startup environment where priorities may evolve and flexibility is essential.

Key Responsibilities

Administrative & Database Management

• Maintain, update, and manage internal databases and records to ensure accuracy and accessibility
• Support data entry, tracking, and reporting where required
• Organise and maintain digital filing systems and documentation

Email & Diary Management

• Manage and monitor inboxes, ensuring timely responses and prioritisation of key communications
• Coordinate calendars and schedules, arranging meetings and appointments
• Prepare meeting invitations, agendas, and relevant documentation where necessary

Inbox Management

• Review incoming communications, respond where appropriate, and escalate important matters
• Maintain organised email systems to ensure efficient communication flow

Event Coordination

• Send and manage event invitations and attendee communications
• Coordinate event logistics including:
• Venue sourcing and booking
• Catering arrangements
• Audio-visual requirements
• Guest lists and RSVP management
• Provide administrative support before, during, and after events

Office Management

• Support the smooth day-to-day running of the office
• Manage office supplies, equipment, and general administrative needs
• Liaise with suppliers and service providers as required

Travel & Logistics

• Arrange travel, accommodation, and itineraries for team members
• Coordinate logistics for meetings, events, and external engagements
• Ensure travel plans run smoothly and adjust arrangements when necessary

Skills & Experience

• Excellent organisational and time-management skills
• Strong attention to detail and ability to manage multiple priorities
• Clear written and verbal communication skills
• Proficiency with common office tools (e.g. email, calendars, spreadsheets, databases)
• Ability to work independently and take initiative
• Comfortable handling confidential information

Personal Attributes

• Highly organised and proactive
• Adaptable and comfortable working in a startup environment
• Able to manage changing priorities and evolving responsibilities
• Positive, solution-focused attitude
• Strong interpersonal skills and ability to work collaboratively