Job details: |
My client, a global Bank based in the Docklands, are currently seeking a top PA to support 2 Heads in Corporate Real Estate. You will be responsible for providing PA support to the Head of Corporate Services, Head of Retail Services and the team. Key to this role is the ability to work on own with a minimum of supervision. Duties: - Book all UK travel arrangements and accommodation, and itineraries under own initiative.
- Respond to/resolve a wide range of queries, channelling to the appropriate area if necessary.
- Total control of the Head of Corporate Services and Head of Retail Services electronic diaries, scheduling appointments without reference. Ensure they are always in the correct place on time with all relevant papers.
- Compile agendas, prepare briefs, attend a wide variety of meetings, take and transcribe minutes and undertake any necessary follow up procedures.
- Organise a wide range of meetings and functions at internal/external venues which may involve influential contacts in both the UK and overseas. Liaise with internal and external contacts, visiting and vetting locations.
- Provide relevant backup papers, researched information etc. Draft responses for signature where appropriate.
- Expected to deal with selected items following research, and draft response under own signature.
- 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 a wide variety of other administrative duties e.g. record keeping, maintaining budget figures, expenses, etc.
- Monitor all phone calls taking necessary action personally or diverting to other areas, referring to the Director only on essential matters and escalating issues from senior stakeholders in a timely and efficient manner.
- Receive incoming mail. Open, prioritise and allocated items with back up papers. When appropriate originate replies under own signature or draft and prepare letters/documentation for signature by Head of Corporate/Retail Services or others where appropriate.
- Transcribing from hand-written and previously typed correspondence, reports, documentation, applying spelling and grammar checks to ensure outputs are accurate.
- Manage the administration and support for team as appropriate, raising purchase orders, paying invoices, maintaining stationery supplies etc.
- Creating high quality documents using Word, Excel or PowerPoint.
- Actions are followed up in a timely and efficient manner from all team members to ensure deadlines are met and where possible exceeded.
Skills and Experience: - Previous work experience as a Personal/Team Assistant in either Banking or a Corporate Real Estate firm.
- Ability to prioritise and effectively manage a large volume of meeting requests.
- Comprehensive knowledge of MS Office, in particular Excel and Outlook.
- Demonstrable experience of negotiating with suppliers and/or senior stakeholders.
- Highly organised and efficient.
- First class communication and interpersonal skills.
- Ability to work to tight deadlines.
- Accuracy/attention to detail.
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