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Personal Assistant

Val Wade Recruitment
Job LocationLondon
EducationNot Mentioned
Salary19.00 per hour
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypeTemporary , full-time

Job Description

EA/PA, an educational charity and research institute based in Central London, Temporary Assignment, £19.00 p/h plus holiday pay.Our client, an educational charity and research institute championing British art is looking for an Executive Assistant/Personal Assistant Hybrid to start ASAP for a few weeks while they recruit for the permanent role.The main duties of the EA/PA role are:

  • Manage the Director and Deputy Directors electronic diaries
  • Co-ordinate project meetings and ensure future meetings are consistently scheduled
  • Plan lunch meetings, inc liaising with florists and caterers and room set up
  • Prepare documents ahead of meetings
  • Make restaurant bookings on behalf of the Director and Deputy Director
  • Work with relevant staff to assist the Director and Deputy Director in the management of their records (paper and electronic) ensuring they are preserved in the Institutional Archive
  • Work on any other project the Director or Deputy Director deems appropriate or suitable
  • Handle confidential and sensitive information
  • Screen phone calls, enquiries and requests and dealing with queries when appropriate
  • Organise & prepare materials for weekly SLT meetings, and collate and circulate the weekly agenda
  • Coordinate extra attendees to the SLT meetings and schedule them into the agenda
  • Minute SLT meetings and remind SLT of important tasks and deadlines
  • Generate action points from SLT meetings and encourage SLT to complete these in a timely manner.
  • File and archive minutes according to the process agreed by the Director and the Archivist & Records & Data Protection Manager
  • Administer SLTs annual strategic review process.
  • Research and book flights/train/cabs & accommodation on behalf of the Director & Deputy Director
  • Generate a travel itinerary for the Director and for the Deputy Director, which includes all travel, accommodation and meeting details
  • Organise the Director and Deputy Directors travel visas where they are required
  • Assist the Director and Deputy Director with research and administrative work related to projects
  • Assist the Director and Deputy Director in archiving research projects
Skills and experience
  • Experience of supporting senior colleagues and prioritising their workloads and your own workload
  • Advanced proficiency in the use of IT office systems
  • Experience of servicing formal meetings, taking and drafting minutes
  • Excellent organisational and administrative skills with rigorous attention to detail
  • Ability to meet challenging and changing deadlines
  • Strong communication skills, both verbal and written
  • Ability to build and maintain strong relationships with colleagues and external contacts
  • A flexible and professional approach
  • Ability to demonstrate diplomacy when dealing with sensitive matters
  • Understanding and appreciation of confidentiality and discretion
This is a lovely place to work, apply now!Due to the large number of applications that we receive, only shortlisted candidates will be contacted.Val Wade Recruitment are actively looking for applicants from underrepresented communities and pride ourselves as an equal opportunities employer and agency.

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