Personal Assistant

Recruiter
Bespoke
Location
London
Salary
25000-27000 per annum
Posted
05 Oct 2018
Closes
30 Nov 2018
Ref
43839
Job Function
Administration
Job position
Assistant
Contract Type
Permanent
Hours
Full Time

A global architectural practice requires a PA to join its central London office. The personal assistant will provide strong organisational and proactive support to the partner and partners’ project team with various administrative duties.

Key Responsibilities

  • Effectively manage the partners’ busy diaries, keeping a constant check on incoming meeting requests and gate-keeping where appropriate.
  • Responsible for organising all partners’ meetings, having regular contact with high level clients /contacts.
  • Ensure that relevant documentation is prepared in advance of all meetings.
  • Make sure that the partners are fully aware of their forthcoming schedule over the coming days / weeks.
  • Responsible for organising highly confidential partner meetings, ensuring information is collated / circulated in advance of meetings and catering organised.
  • Act as central communication point for partners.
  • Ensure that all calls are actioned and recorded where appropriate.
  • Take ownership of partners' inboxes.
  • Screen, prioritise and where appropriate action emails on behalf of the partners.
  • Track and record actions on emails.
  • File all emails appropriately.
  • Track and record actions on incoming correspondence.
  • Prepare outgoing correspondence for partner.

Travel

  • Identify impending travel requirements and proactively secure suitable travel arrangements with partner.
  • Compile detailed itineraries for meetings/events where necessary.
  • Ensure all necessary Visas are prepared.
  • Expenses.
  • Collate partners expenses monthly for submission to the finance department.

Team Assistant Responsibilities

  • Responsible for organising project meetings on behalf of project team. Making sure that meeting rooms are booked, set up with relevant equipment and refreshments etc.
  • Provide assistance with expenses, time sheet recording and reporting as well as email filing for members of the team as required.
  • Arrange travel and organise suitable accommodation and visas for the project team as necessary.
  • Assist with recording the team’s annual leave and unplanned absence.
  • Assist with archiving of project documentation.
  • Assist with new starter and leaver process.
  • Assist with professional registrations and formal requirements.
  • Arrange training.
  • Assisting with couriers, printing and binding.
  • Cover switchboard in the absence of receptionist or admin assistant.

Skills and Experience

  • Previous PA experience essential.
  • Well versed in Microsoft Office (Outlook / Word / Excel).
  • Good communication skills.
  • Confident.

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