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. #J-18808-Ljbffr