Job Description
Personal Assistant / Office Manager / Secretary
We are looking for the person that can do everything We are a new start up company and need that amazing person who keeps us organised and in check but with a welcoming smile, an understanding ear and a great sense of humour.
You need to be able to pick up systems easily whilst organising flights for people and fixing the light bulb in the bathroom
We are looking for someone that has experience in the building, housing or estate agency type companies however this isn't essential.
All the other bits :-
Deal proactively with incoming correspondence/enquiries - e.g. mail, fax, email, responding as appropriate.
* Provide advice of the most effective and appropriate method of presentation of information and referring to the document production/document origination team ensuring production of high quality or high volume documents.
* Take ownership of all enquiries, resolving or escalating (or identifying alternative contacts) as appropriate.
* Manage and maintain key groups for communication purposes e.g. distribution lists.
* Anticipate and provide in an easily accessible way all relevant documents through understanding the nature of the work of the team.
* Perform delegated task within a project to a high standard.
* Manage demanding diaries, ensuring efficient scheduling of meetings, coordinating with all relevant parties to ensure the best possible use of time and resolving clashes/conflicts appropriately.
* Demonstrate strong organisational skills, regularly act on own initiative, highlighting issues and suggesting possible solutions.
* Anticipate and coordinate travel and meeting arrangements.
* Actively source and share knowledge with others.
* Use the firm's systems for raising bills and completing basic expense claims and for maintaining client information.
* Exercise confidentiality, discretion and personal sensitivity in all aspects of the role.
* Respond to requests in a timely and professional manner.
* Show innovation in finding solutions to problems.
* Comply with policies and procedures in all aspects of the role.
Experienced required:
* Experience supporting at Senior Manager/Director level (or equivalent) within a large corporate organisation, ideally professional or financial services.
* Research skills are essential
* Excellent IT skills including Powerpoint, Excel, word etc.
* At least A level standard of education
* Experience of managing a high volume of work, providing full secretarial support to more than one person.
* Proven time management experience.
* The ability to prioritise workload, managing expectations and challenging where necessary.
* Excellent written and verbal communication skills at all levels.
* The ability to work proactively and using own initiative.
* Experience of building networks and relationships with other PAs, both internal and external to the firm.
* Good project management skills including event management experience.