Personal Assistant

• Meeting hospitality; meeting, greeting and escorting all external guests to the relevant meeting areas, setting up and clearing down meeting rooms, provide beverages, arranging catering, setting up virtual and conference call meetings, checking meeting rooms regularly to ensure they are clean tidy and that all equipment is in place and ready for the next meeting, including diaries and events.
• Providing PA support with complex multi-diary management, arranging meetings, co-ordinating travel and accommodation
• Assist Managers with setting dates and coordinating diaries for monthly Portfolio Board meeting, compile, print and bind board packs, saving all information to relevant databases
• Answering the main switchboard phone; directing calls, taking accurate messages and dealing with all other requests professionally and efficiently
• Responsible for monitoring and ordering stationery and kitchen/bar supplies and ordering any adhoc consumables or equipment
• Managing service providers e.g. confidential waste, newspapers and milk deliveries
• Distributing incoming post and frank outgoing post for collection
• Booking couriers when required
• Signing for deliveries and alerting relevant staff
• Responsible for general management of the office areas to ensure the office is kept presentable at all times
• Assisting with general office management tasks e.g. printer, facilities and building maintenance issues

Provide administration support to the office, which may include:

• Collation of Investment and Board Packs
• Updates to the CRM System
• Preparation of reports, memos, letters and other documents, using Word, Excel and Power Point
• Internal and external event management support e.g. budgeting, sourcing venues, catering, coordinating diaries and invites, onsite support at the event
• General administration e.g. photocopying, electronic and paper filing, printing, binding and scanning
• Other ad-hoc tasks and projects as directed
• Assist with events
• Assisting with expenses and travel arrangements

Skills and experience:

• Highly organised with excellent ability to coordinate people and resources with a hands on and can-do attitude
• High level of attention to detail
• Outstanding communication skills and a professional, courteous manner
• Excellent interpersonal skills
• Experience of working in an office environment in an administrative capacity