Team Assistant

  • Job Reference: 06072018/SM
  • Date Posted: 6 July 2018
  • Recruiter: Love Success plc
  • Location: City of Westminster, London
  • Salary: £28,000 to £35,000
  • Sector: PA/EA/Secretary
  • Job Type: Permanent
  • Work Hours: Full Time

Job Description

Team Assistant
£28,000 - £35,000 depending on experience

We are recruiting for an experienced Team Assistant/Team PA to join the tax division of a Global Real Estate Investment firm. The role is supporting three senior executives and involves a lot of international diary and travel management, so you will need to be highly organised and used to setting up and managing meetings over different time zones.

Responsibilities will include:

  • Travel arrangements for team members and actively managing the team's travel - making sure taxis are booked, being aware of flight departures and delays, checking in, etc.
  • Managing expense claims for team members - accuracy and time management is key. Staying on top of the expenses process and informing the team of deadlines, etc. 
  • Diary management for team members.
  • Setting up and coordinating of meetings, including room bookings, catering, equipment, transport - makin sure all details are covered and accurate.
  • Comfortable with setting up meetings over different time zones.
  • Recording and forwarding urgent / important matters for members while team members are travelling/busy.
  • Assisting with setting up of conference calls - checking that dial-in details are accurate and in the calendar entry where necessary.
  • Arranging all the logistics/co-ordination of team-specific activities.
  • Maintaining up-to-date contact lists for self and team members.
  • Answering telephone calls for both team members as appropriate. 
  • Maintaining up-to-date filing system, including archiving off-site where appropriate/agreed; logging files on central filing system in line with company policy.
  • Covering and providing general assistance to the Executive Assistant where required 
    (i.e. helping with organisation of events/conferences/memos/updating and recording investor information etc).

General Office Duties:

  • Reception cover where required (1 hour once a week).
  • Share general office tasks together with Assistants' pool. 
  • Other duties as reasonably required.

Person Specification:

  • Secretarial qualification preferred but not essential.
  • Must have a min. of three years' experiences in a professional service environment as a team assistant.
  • Real estate knowledge preferred but not essential
  • Intermediate to Advanced in Word, Excel, PowerPoint, and Outlook
  • Knowledge of a second European language a plus.
  • The ability to pick things up quickly and then action them accurately and efficiently will be key to the success of the person in this role.
  • Proactive.
  • Excellent time management skills.
  • Must be a self-starter.
  • Actively seek to manage.
  • Excellent attention to detail. 
  • Ability to multi-task.
  • Hard-working, with a can-do attitude.
  • A strong team player.