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Personal Assistant
- Posted 24 April 2018
- Salary £40000 - £42500 per annum
- Location
- Job type Permanent
- Discipline HR & Executive Support
- ReferenceBBBH12354_1524582988
- Contact NameLetitia Thomas
Job description
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