Job details: |
My client, a global Bank based in the Docklands, is currently recruiting a PA to provide extensive PA support to the Global Head of Corporate Real Estate Services, Head of Real Estate and support the International Projects Director and International Projects team. Key to this role is the ability to work on own with a minimum of supervision. Duties and Responsibilities: - Total control of Director’s electronic diary, scheduling appointments without reference. Ensure Director is always in the correct place on time with all relevant papers. Book all travel arrangements and accommodation and itineraries under own initiative.
- Organise a wide range of meetings and functions at internal / external venues which may involve influential contact in both the UK and overseas. Liaise with internal / external contacts, visiting and vetting locations, agreeing dates, menus and prices.
- Where appropriate, transcribing from hand-written and previously typed correspondence/reports documentation, applying spelling and grammar checks to ensure outputs are accurate.
- Compile agendas, prepare briefs, attend a wide variety of meetings, take and transcribe minutes and undertake any necessary follow up procedures.
- Liaise with management and staff regarding a wide range of ongoing matters. Monitor progress and ensure all actions and paperwork are co-ordinated in preparation for meetings in line with deadlines.
- Undertake research of detailed information on a wide variety of internal / external matters. Jobholder given only a general brief and must produce detailed reports, summaries etc. deciding on what information to be included.
- Monitor all phone calls taking necessary action personally or diverting to other areas, referring to the Director only on essential matters.
- Act as the main reference point both in the presence and absence of the Director. Respond to/resolve a wide range of queries, channelling to the appropriate area if necessary thereby leaving Director free to concentrate on only the most important matters.
- Ensure Director’s preferred style/known wishes are conveyed, being aware of the degree of discretion that can be exercised on behalf of Director.
- Act as receptionist for a wide range of visitors, some high profile, conveying a professional image at all times.
- Receive incoming mail. Open, prioritise and allocate items with back up papers. When appropriate originate replies under own signature or draft and prepare letters /documentation for signature by Director or others where appropriate.
- Manage the induction of new staff into the department including, induction, IT applications, email account, Mobile telephony etc.
- Printing meeting materials as and when provided.
- General day to day office administration – filing, photocopying post etc.
- Creating high quality documents using Word, Excel or PowerPoint.
- Raise requests using a variety of online programmes for finance / IT / expenses claims and reconciling expenditure.
- Act as the central point of contact for all supplier contact / queries.
- Manage / co-ordinate team annual leave and sickness records.
Technical Skills: - Highly organised and efficient.
- Able to work under pressure and on a number of tasks simultaneously.
- Ability to prioritise and effectively manage a large volume of meeting requests.
- Strong IT literacy and proficient in the use of relevant computer software pages.
- Good communication skills both written and oral including an excellent telephone manner.
- Good interpersonal skills.
- Ability to apply common sense and use initiative.
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