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Team Personal Assistant

Job Title: Team Personal Assistant
Contract Type: Permanent
Location: London
Industry:
Salary: £34000 - £35000 per annum
Start Date: 2018-12-11 00:00:00
Reference: 775109263
Contact Name: Michelle Sayers
Contact Email: michelle.sayers@pertemps.co.uk
Job Published: December 11, 2018 14:51

Job Description

Team Personal Assistant
£35,000 Plus Benefits

Excellent opportunity to join this dynamic, fast moving , growing Property Investment company

Job Purpose

To provide proactive support to the Development Director, Development Director, South-West and Director, Strategic Land to help them maximise their productivity and manage their workloads. One director is based in south-west England.

Additionally, you will support the Team Charter and actively work to help the company achieve its goals and objectives.

Principal Accountabilities

Organise and maintain the director's diaries, travel and conference arrangements and manage their email accounts, as required including reading, monitoring, seeking advice on urgent items, redirecting and filing.

Organise and attend 1-2-1 weekly catch up meetings with the directors you support to help them manage their daily appointments, as required.

Manage incoming calls, mail and other correspondence for the directors you support including greeting their visitors to the London office in a welcoming professional manner, when required.

Organise meetings, as requested and send out calendar invites to participants including agenda and other documents as necessary, in good time. Prepare any information or documents that the director may need or has requested in advance of any meetings they attend.

Organise all properly authorised travel and accommodation requests for the directors you support in line with the Company's Travel and Expenses policy.

Complete and process properly authorised expense claims for the directors you support in line with the Company's Travel and Expenses policy and submit them, once authorised to Finance for payment

Record by adding to the Outlook diary any holiday requests made by the directors you support once they have been approved via the Cascade system.

Prepare the boardroom prior to any external or internal meetings organised by or for the directors you support ensuring refreshments and catering are provided where required. Ensure the boardroom is tidy and ready for the next meeting afterwards.

Attend meetings chaired by the directors you support, where requested. Take minutes, produce drafts and circulate to the chair for review and amendment before they are distributed to the meeting attendees within 24 hours of the meeting.

Monitor the actions arising from the meetings and chase the directors you support, when necessary to ensure they follow up those they are responsible for by the dates agreed.

Assist with the organisation of internal and external events as required ensuring they are properly organised and professionally run and fully attended.

File important documentation such as reports etc. in an orderly and organised manner and in accordance with the approved company filing system and complete this task for the directors you support. Complete on a timely basis to avoid backlog and archive any older versions as appropriate.

Build and maintain effective and productive working relationships with colleagues and our third-party supplier.

Actively engage with your own personal development, identify skills gaps as the role develops and work with your manager to find appropriate learning solutions to close any gaps.

Professional Skills and Experience

" Experience of working a busy client facing office environment in an executive or team.
" Experience of dual/dotted line manager reporting would be an advantage.
" Has experience of proactively managing an executive to help them maximise the use of their time and increase their productivity.
" Computer literate. Uses Microsoft Office including Word, Excel and PowerPoint applications to a high standard. Has the aptitude and ability to learn and use new software applications.
" Strong numeracy skills.
" Experienced user of Outlook particularly the diary management functions.
" Experienced minute taker and preparing documentation for a board level audience.

Attributes

" Manages routine processes and procedures effectively, is highly organised, prioritises tasks and meets deadlines.
" Confident and welcoming when dealing with people and has experience of dealing with the general public.
" Excellent communication skills both verbal and written. Effective influencer and is able to do so effectively particularly when a director requires support to keep schedules and commitments on track.
" Manages confidential information with appropriate discretion and can be trusted to do so.
" Has strong administrative skills, multitasks, balances the requirements of three line managers effectively and is capable of speaking up if they need assistance with prioritising their workload.
" Strong interpersonal skills; shows initiative, can manage own workload effectively and follows through on tasks to completion.
" Produces high quality and accurate work that they routinely sense check and is detail conscious.
" Highly professional and well presented; is an excellent team player with a 'can do' mentality.
" Is calm under pressure and flexible enough to maintain effectiveness and focus during periods of peak workload.