Our London office is seeking a highly experienced Personal Assistant to provide a high standard of professional and flexible support to directors and their teams across the Service Support Group (SSG).
The role
To ensure the provision of a first-class PA service to a number of directors and their teams within SSG.
The responsibilities
Reporting directly to the EA – Team Lead, responsibilities will include:
- Complex diary management for directors to include arranging meetings and video conference calls, booking meeting rooms and required refreshments.
- Minute taking, circulation and action point follow up.
- Submission of expense claims.
- Desk/EO Room bookings using a booking system.
- Booking travel, organising itineraries and logistics.
- Inbox management on behalf of directors
- Liaising with internal clients and others in a professional and polite manner, following up on any agreed actions.
- Taking a proactive approach to building relationships with internal clients and their assistants in a professional manner.
Documents/Correspondence:
- Preparing and formatting documents, reports and various other correspondence.
- Collating and printing of agendas, presentations and meeting papers.
- Production of PowerPoint presentations.
- Proof-reading of all documents to ensure the delivery of work of the highest quality.
- Carrying out PDF manipulation.
Support of other functions/activities:
- Event bookings for SSG departments, summer/Christmas parties
- Booking travel/hotels for all the SSG departments
- Making purchases on behalf of the SSG departments, with access to the COO company credit card.
- Managing administrative marketing activities as required.
Relationship building/internal networking:
Involvement in committees and steering groups
- relating to secretarial/administrative support/processes for the wider firm.
- Coaching and mentoring of Business Support Assistants.
- Support other members of the team and provide cover as and when necessary to ensure that work is completed to a high standard and meets required deadlines.
The team
The team consists of an EA-Team Lead, an Executive Assistant, a Personal Assistant and 2 Business Support Assistants.
You:
We are looking for the following skills, knowledge and experience:
- Excellent organisational skills – the ability to take responsibility for own tasks and prioritise work in a calm and efficient manner.
- Well-developed time management skills – the ability to work to tight deadlines while maintaining a high standard of accuracy.
- Able to work pro-actively to find ways of making fee earner lives easier.
- Ensures work is delegated or handed over to ensure timely completion.
- Highly developed communication skills – the ability to communicate in a confident and professional manner with people at all levels.
- Excellent problem-solving skills coupled with empathy and understanding of the business and the people.
- Demonstrate flexibility/adaptability in meeting demands.
- High levels of IT literacy in Microsoft Word, Outlook, Excel and PowerPoint.
- Previous experience of working within a busy corporate environment is essential.
- Ability to understand budgets, costings and finance tasks such as Purchase Orders and Invoice processing.
- Able to work autonomously and display initiative when required.
- Able to work pro-actively and on own initiative to find ways of making directors lives easier.
- Understands the deadlines of others and is able to work flexibly around peak periods.
- The ability to adapt working styles to individuals’ ways of working.
- Reliable with a strong work ethic and a ‘can-do’ approach.
- Excellent attention to detail and use of language and grammar.