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Personal Assistant

  • Location

    City of London, London

  • Sector:

    HR & Executive Support

  • Job type:

    Permanent

  • Salary:

    £40000 - £42500 per annum

  • Contact:

    Letitia Thomas

  • Contact email:

    Letitia@kennedypearce.com

  • Job ref:

    BBBH12354_1524582988

  • Published:

    8 months ago


My client is one of the world's largest independent financial advisory groups and they are recruiting for a PA on a temp to perm basis for their Global Advisory division.

Responsibilities

  • Diary Management:
  • Taking responsibility for the smooth running and successful delivery of meetings and other events including attendees. Papers, logistics (e.g. travel, video conferencing, other technical requirements)
  • Acting as a "gatekeeper" - ensuring that their diary is an accurate reflection of commitments that they intend and are able to meet
  • Anticipating and proactively resolving issues in advance e.g. conflicting meetings
  • Thinking ahead, informing others of changes to schedule e.g. meetings running late
  • Organising client dinners/entertainment and in-house lunches
  • Responsible for organising all necessary hotel and travel arrangements (international and domestic) as required, including foreign currencies, hotels etc.
  • Having regard for other meetings, time zones, transfer times etc.
  • Responsible for accurately preparing travel itineraries which include contact details, key addresses etc. and any relevant documents
  • Accurately typing/amending a range of documents that comply with Corporate guidelines to a consistently high standard
  • Composing routine correspondence where appropriate
  • Undertaking research as instructed and required
  • Answering the telephone in a professional manner, taking accurate telephone messages and dealing with them in an appropriate and timely manner
  • Managing e-mail communication - flagging urgent requests and following up as necessary
  • Ensuring that both internal and external mail is dealt with promptly, with prioritisation of incoming papers and requests as appropriate and prompt distribution
  • Through regular contact, building good working relationships with secretaries and clients, industry and senior management in other organisations and offices
  • Reconciling expenses and claims promptly and accurately
  • Collating information for client invoices as requested
  • Maintaining an up-to-date filing system, ensuring easy retrieval of information and archiving of files as and when needed
  • Informing HR of absence (holiday, sickness, paternity and parental leave) including secretarial colleagues
  • Providing assistance with personal admin
  • Any other duties that are within the employee's skills and abilities whenever reasonably instructed
  • Undertaking specific projects as requested



Experience, Skills and Competencies Required

  • Advanced knowledge of Outlook
  • Advanced knowledge of Microsoft Word, PowerPoint and Excel
  • Excellent interpersonal skills - to communicate clearly and effectively at all levels within the Bank globally and externally
  • Ability to maintain high level of confidentiality in respect of information/documents/projects being produced/undertaken
  • Ability to manage several projects simultaneously, whilst achieving consistently high standards of accuracy, detail and deadlines
  • Proactive attitude with the ability to act with good judgement and common sense on a day-to-day basis regarding assigned and ad hoc duties
  • Self-motivated, highly productive, reliable with a flexible attitude
  • Service orientated - both to internal clients (bankers) and our external clients.
  • Ability to work with limited direction and develop a thorough knowledge of the industry

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