Personal Assistant / Office Manager / Secretary

Personal Assistant / Office Manager / Secretary

We are looking for a person who can manage a wide range of administrative responsibilities, keeping us organised and in check while maintaining a welcoming smile, an understanding ear and a great sense of humour.

You need to have the ability to quickly learn systems, organise flights, and handle small maintenance tasks such as fixing a light bulb.

Experience in building, housing or estate agency type companies is a plus but not essential.

Responsibilities

• Deal proactively with incoming correspondence and enquiries - mail, fax, email - responding as appropriate.
• Provide advice on the most effective and appropriate method of presenting information and refer to the document production/origination team ensuring high quality or high volume documents.
• Take ownership of all enquiries, resolving or escalating or identifying alternative contacts as appropriate.
• Manage and maintain key communication groups such as distribution lists.
• Anticipate and provide in an easily accessible way all relevant documents through an understanding of the nature of the team's work.
• Perform delegated tasks within a project to a high standard.
• Manage demanding diaries, ensuring efficient scheduling of meetings, coordinating with all relevant parties to achieve the best possible use of time and resolving clashes/conflicts appropriately.
• Demonstrate strong organisational skills, regularly act on own initiative, highlight issues and suggest possible solutions.
• Anticipate and coordinate travel and meeting arrangements.
• Actively source and share knowledge with others.
• Use the firm's systems for raising bills and completing basic expense claims and for maintaining client information.
• Exercise confidentiality, discretion and personal sensitivity in all aspects of the role.
• Respond to requests in a timely and professional manner.
• Show innovation in finding solutions to problems.
• Comply with policies and procedures in all aspects of the role.

Qualifications

• Experience supporting a Senior Manager/Director level (or equivalent) within a large corporate organisation, ideally in professional or financial services.
• Research skills are essential.
• Excellent IT skills including Powerpoint, Excel, Word, etc.
• At least A level standard of education.
• Experience of managing a high volume of work, providing full secretarial support to more than one person.
• Ability to prioritise workload, manage expectations and challenge where necessary.
• Excellent written and verbal communication skills at all levels.
• Ability to work proactively and use own initiative.
• Experience of building networks and relationships with other PAs, both internal and external to the firm.