Personal Assistant / Office Manager / Secretary

Personal Assistant / Office Manager / Secretary

We are looking for the person that can do everything ! We are a new start up company and need that amazing person who keeps us organised and in check but with a welcoming smile, an understanding ear and a great sense of humour.

You need to be able to pick up systems easily whilst organising flights for people and fixing the light bulb in the bathroom !

We are looking for someone that has experience in the building, housing or estate agency type companies however this isn't essential.

All the other bits :-

Deal proactively with incoming correspondence/enquiries - e.g. mail, fax, email, responding as appropriate.

• Provide advice of the most effective and appropriate method of presentation of information and referring to the document production/document origination team ensuring production of high quality or high volume documents.
• Take ownership of all enquiries, resolving or escalating (or identifying alternative contacts) as appropriate.
• Manage and maintain key groups for communication purposes e.g. distribution lists.
• Anticipate and provide in an easily accessible way all relevant documents through understanding the nature of the work of the team.
• Perform delegated task within a project to a high standard.
• Manage demanding diaries, ensuring efficient scheduling of meetings, coordinating with all relevant parties to ensure the best possible use of time and resolving clashes/conflicts appropriately.
• Demonstrate strong organisational skills, regularly act on own initiative, highlighting issues and suggesting 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.

Experienced required:

• Experience supporting at Senior Manager/Director level (or equivalent) within a large corporate organisation, ideally 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.
• Proven time management experience.
• The ability to prioritise workload, managing expectations and challenging where necessary.
• Excellent written and verbal communication skills at all levels.
• The ability to work proactively and using own initiative.
• Experience of building networks and relationships with other PAs, both internal and external to the firm.
• Good project management skills including event management experience.