Personal Assistant - London - FTC

London, England, United Kingdom

12/4/2024

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.