Personal Assistant

Job Description

To provide extensive secretarial and administrative support to the Directors and their respective teams. The role can be demanding with time sensitive requests, and it involves working individually and as part of a team across all areas of the business.Immediate start.Initially this will be a remote home based role but will be moving back into the office at some point.Key Responsibilities and Accountabilities Managing diaries: scheduling internal/external meetings and calls (often across different time zones) and resolving diary conflicts.Preparing and amending legal documents, track changes, comparing documents as required.Project administration: e.g. liaising with Finance to set up cost codes and tracking travel expenditure to potential acquisitions, raising requisitions, processing PO’s and goods receipting.Co-ordinating travel: domestic and international, booking flights directly or via travel company, taxis, accommodation, visa applications, and producing clear and concise itineraries.Team administration: managing expenses, invoices, timesheets, purchasing card reconciliations and arranging offsite meetings, setting up of new colleagues, assisting with IT queries and social eventsAnswering telephones and screening calls for the executive office.Collating and distributing monthly Board papers, liaising across the team to ensure papers are updated to meet deadlines, liaising with Board members to organise monthly meetings online and/or in Teddington and other sites, booking rooms and refreshments. Liaising with key stakeholders, internal and external on a variety of requests.Preparing yearly SRA applications.Intranet: updating departmental intranet pages with organisation chart, guidance documents and know-how’s.Required Knowledge, Experience and Technical Skills Experience of working as a PA/EA within a busy and demanding rolePrevious exposure to undertaking project assignments would be a strong advantageExcellent oral and written communications skills.Ability to build and maintain both internal and external relationships.Experience of working under pressure with conflicting priorities.Discreet and able to maintain absolute confidentiality.Conscientious and hard working with a positive attitude.Ability to be flexible and react quickly to changing priorities.Confident working both independently and as part of a team.Excellent IT skills: Word, Excel, PowerPoint, Outlook, IFS, Microsoft Teams, Visio, mail/email merge applications, SharePoint packages.Previous experience of working with legal documents and contracts would be advantageous.Please note:As you can appreciate we are currently overwhelmed with applications of individuals looking for both short term and permanent work and we can therefore only contact those applications that have relevant skills for positions that we currently have available. Should you not hear from us within a week, please assume you have been unsuccessful on this occasion.In line with GDPR regulations, we are making you aware that to proceed with your application we will need to contact you via email, telephone and/or text message. To receive future job alerts from us, you will be required to provide consent within our marketing preference options. The link will be provided in an email to you. Source4 are an equal opportunities employer and complies with all relevant UK legislation. If you are successful in your application, you will be required to attend a full registration with one of our Consultants which will involve you providing a current passport, any relevant visas, a proof of address and completing relevant tests and a full competency based interview.