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[19487] - PA/ Team Assistant 6 mth + maternity leave

  • Contract
  • SW London
  • Posted 4 weeks ago
  • £ 35000 (pro-rata)

PA/Team Assistant – 6mth maternity contract with a view to being extended a further 6mths.

Working for a global organisation supporting a director and 2 heads of depatment .

Modern open plan offices and great benefits 

PA and Team Assistant Responsibilities

  • Provide PA support to the director and heads of department
  • Diary management – keep an overall view of the diary, scheduling internal and external meetings across different time zones;
  • Arrange visits to the office ensuring that visitors are greeted in a timely fashion and that the best impression and positive image is presented;
  • Ensure that agenda and itineraries for visits / meetings are provided and well managed;
  • Establish and maintain strong relationships with all global teams and external companies;
  • Assist team members in preparation of documentation, including reports, presentations and communications, to a high standard and in a timely manner;
  • Proof read documents and ensure that report and documentation formatting meets company standards
  • Take meeting minutes from time to time;
  • Book local, national and international travel and accommodation arrangements for the team and occasional visitors, including arranging business visas where necessary, in line with the expenses policy;
  • Share reception duties with other personnel;
  • Organise meetings and events, including equipment or venue booking and catering arrangements;
  • Liaising with other PAs with regards to Board of Directors meetings dates, arranging signatures etc.;
  • Fulfil administrative duties including maintaining diaries, preparing and checking expenses claims;
  • Take on regular projects from time to time as agreed;
  • Obtain, log and file employees’ sickness and holiday records; and
  • Other Ad-hoc duties and projects.

 

Experience & Expertise

  • Previous experience in a team assistant or an office administrator capacity or similar; and
  • Experience of working on assignments with an international reach.

 

Skills & Approach:

  • Excellent organisation and administrative skills with the ability to introduce and manage procedures;
  • Good time management and self-organisational skills with an ability to multi-task and work to deadlines;
  • Excellent interpersonal and communications skills, both written and verbal, with experience of liaising confidently and effectively at all levels;
  • High degree of integrity, confidentiality and discretion;
  • High standard of accuracy and excellent attention to detail;
  • Ability to establish and maintain excellent working relationships at all levels;
  • Ability to work effectively in both a team environment and unsupervised with a degree of flexibility towards working hours and tasks assigned;
  • Proactive, positive attitude to work, able to use initiative and act with independence and integrity; and
  • Advanced MS Office skills, particularly Word, PowerPoint and Excel.

 

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