Team Administration Assistant/ PA
Based in Battersea
Salary £25,000 – £35,000 per annum
Full time office-based role
Hours: 9.00am-5.30pm (Monday -Friday)
Key Responsibilities
The assistant will assist the PA/Administrator in providing support to the Head of International Business Department (HOD), Directors and the finance team.
Must maintain strict confidentiality in all dealings.
Manage HOD and 3 directors international travel schedules, arranging and booking international flights (or train travel) and accommodation. Organising any changes to the itinerary if needed while directors are travelling (this often happens and may be out of UK hours.
Completing and submission of HOD and Director expense report in an accurate and timely manner (mainly travel expenses)
Preparation, copying, collation, binding and distribution of committee papers and board papers for HOD and directors in a timely manner
Liaise with other international assistants including Europe, Australia, NZ and Canada and Board members via email.
Monitor incoming mail and requests and ensure timely response of HOD and 3 directors
Maintain an efficient and accurate filing system for the team both online and hardcopy
Assist with the planning and organisation of functions / meetings / conferences, catering as and when required
Provide general secretarial duties including word processing, photocopying and facsimiles, document production and tracking system
Provide assistance as required to visiting executives
Assist with the verification and approval of invoices via email or on Oracle.
Assist with department office-management /facilities issues
Due to nature of the role it means that it will be office based.
Person Specification
Excellent skills in Word 7.0, PowerPoint, Excel, MS Outlook.
Fast typing speed with a high degree of accuracy
Excellent interpersonal and communications skills, both written and verbal, with experience of liaising confidently and effectively at all levels
Excellent interpersonal
Can do, practical approach to work
Previous experience working in a secretarial/administration role dealing with Directors or Managers
Secretarial or relevant work experience
Excellent organisation and administrative skills
Good time management and self-organisational skills with an ability to multi-task and work to deadlines
High degree of integrity and confidentiality
Ability to present a professional and positive image of the department at all times, along with a high standard of accuracy and attention to detail
Ability to work effectively in both a team environment
