PA to Executive Committee Member

  • Job Reference: 17102019/SVW
  • Date Posted: 17 October 2019
  • Recruiter: Love Success plc
  • Location: West End, London
  • Salary: £35,000 to £38,000
  • Sector: PA/EA/Secretary
  • Job Type: Contract
  • Duration: 6
  • Work Hours: Full Time

Job Description

PA to Executive Committee member + team

Up to £38k DOE

6-month maternity cover

West End

The Role:

To provide comprehensive PA support to the Executive Committee member and their team, with support from a Business Administrator Apprentice. This role requires a self-sufficient, flexible candidate who has the ability to work under pressure and is an excellent communicator, extremely well-organised, and demonstrates the ability to pay close attention to detail.

Key Responsibilities:

  • Proactive approach to diary management: coordinating a busy and ever-moving schedule.
  • Understanding busy periods and actively helping to prioritise time e.g. through understanding and suggesting what can be delegated, keeping a monthly/weekly/daily track of events.
  • Extensive diary management using Outlook.

Planning: The PA should think about and anticipate events well in advance, understanding the cycle of work throughout the year.

Meetings and communications: Attendance at key team meetings and taking down and subsequent tracking of key actions, keeping the teams' actions on track - have the confidence to chase and keep senior team members on track.

Highly organised: Ensuring the teams' schedules are easy to operate, through maintaining up-to-date filing, understanding key documents produced throughout the year, proactively assembling relevant meeting papers and inputs for meetings e.g. agenda items for 121s, committee papers, etc.

  • Being the first point of contact for all incoming calls, correspondence, internal and external contacts.
  • Build, develop, and manage relationships with all internal and external parties.
  • Ensuring that the team has all the necessary tools well in advance of each meeting including briefing notes, background presentations, and general documents where required.
  • Preparing briefing notes, crib sheets, and collating information for speaking events, interviews, conferences, and results presentations.
  • Typing reports, documents, letters, and emails, ensuring high attention to detail.
  • Preparing and amending PowerPoint presentations both internal and external view.
  • Assisting with the organisation of internal events.

Other: Regular admin duties including filing, expenses, responding to invitations, proofreading documents, and dealing with invoices.

  • Updating contacts in Outlook and CRM database
  • Travel arrangements as required
  • Close liaison with Executive PAs and Direct Reports to ensure that priorities are communicated and any outstanding matters are followed up in a timely manner
  • Working closely with a team of PAs in offices, covering for other assistants during sickness or holiday
  • Managing legal documents, recording on the system quickly and efficiently, working with CoSec to ensure prompt turnaround, liaising with Asset Managers / Directors and Solicitors
  • Keeping on top of the team SharePoint, ensuring that documents are saved in relevant folders
  • Tracking meetings in Salesforce and ensuring that the team completes meeting notes to appear on the weekly budget report

Requirements

  • Experience of working in a similar senior-level role at a reputable company
  • Experience of working in a fast-paced professional department
  • Confidence to liaise with other Executive Committee members and their PAs
  • Flexibility - must be able to deal with different levels of workload
  • Must have excellent written and oral communication skills
  • A collaborative and strong team player
  • A professional attitude and able to demonstrate great initiative
  • Excellent organisation skills
  • Advanced knowledge of MS Word, Outlook, PowerPoint, and Excel
  • Ability to adapt to last-minute changes with diplomacy and tact
  • Excellent attention to detail and accuracy
  • A willingness to learn about the company
  • Able to use knowledge learnt to look at the bigger picture to understand where tasks fit in

 

http://www.lovesuccess.co.uk | 020 7870 7177

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