PA to the head of marketing

Location
London (Greater)
Salary
£32,000 - £38,000 plus bonus and benefits
Posted
10 Oct 2016
Closes
02 Nov 2016
Ref
CJ
Job Title
PA
Industry Sector
Banking / Finance, Legal
Contract Type
Permanent
Hours
Full Time

Role Summary

We are looking for a PA to directly provide all round first class administrative support and secretarial services to the Director of Marketing, Communications & Business Development, Head of Marketing & Communications and Head of Events. To ensure a high level of client service and provision of quality secretarial services whilst demonstrating the ability to manage both yourself and others in order to contribute to overall excellent administration service. 

We place an important emphasis on the development and well being of our people. We look to enable all of our employees to be the best they can be in order for them to deliver an excellent client service. We provide a specifically tailored Learning & Development Programme for all staff in Secretarial Services, a structured induction programme for all of our new joiners, a buddy scheme, and offer excellent career development opportunities. Our Secretarial Services staff enjoy an inclusive and supportive culture.

Responsibilities

PA activities for the Director and Heads

  • Understand key roles, responsibilities and priorities of the Director and Heads, building up strong relationships with each internal and external contact in order to provide a high level support service, acting as an effective ambassador for the Director and Heads and teams at all times
  • Provide proactive and forward looking diary management, arranging meetings, to ensure the Director/Head is well prepared for meetings, some of which will be virtual meetings by conference call.
  • Managing and driving individual weekly meetings with the Director and Heads to help scope out weekly activities and support to make the best use of their time by dealing with secretarial and administrative tasks
  • Organising travel and preparing travel itineraries
  • Undertake front of office duties including liaising with reception regarding visitors, booking rooms, catering, video conference and arranging security passes
  • Deal with issues when members of the team are absent, utilising other Heads or team members as appropriate
  • Produce and format documents, briefing papers, reports and in conjunction with DPU, PowerPoint presentations
  • Promptly respond to telephone and email queries, drafting communication on their behalf and proactively action/forward in the Director's or Heads' absence. Screening phone calls, enquiries and requests and handing them when appropriate
  • General administrative duties - photocopying, scanning, mail distribution
  • Operate as an ambassador for the Director and Heads within the M&BD department and wider firm.

Administration activities for the Director and Heads

  • Co-ordination of all aspects of administration for various meetings and initiatives. For example:
  • Monthly managers meeting
  • Department meetings and agenda
  • Co-ordinate new joiner inductions and maintain the new joiner pack. This will include the London and Manila teams
  • Order IT and stationery supplies
  • Co-ordinate office and room moves
  • Arrange external departmental training, team building and social outings
  • Maintain core department home pages on the intranet
  • Provide cover for other PAs and Senior Support PAs during absence

Project co-ordination activities for the Director and Heads

  • Co-ordinate the annual evaluation process. Including:
  • Act as the department's process co-ordinator
  • Co-ordinate the department's communications
  • Schedule moderation meetings with Director and Heads
  • Schedule evaluation meetings
  • Assist with collation of feedback providers, self-evaluation submissions
  • Co-ordinate the consolidation of feedback
  • Alongside the Head of Events, manage the central marketing and BD budget
  • Act as the department's co-ordinator for the annual budgeting process
  • Maintain expenditure records so that recommendations can be made as to the available funds
  • Produce and review a monthly variance report and investigate any variances
  • Manage the payment of invoices/expenses
  • Attend monthly meeting with accounts
  • Carrying out background research and presenting findings.
  • Carrying out specific projects and research.

Job Holder Requirements

  • Previous PA experience to multiple stakeholders within a professional services environment
  • Can-do attitude
  • Highly numerate
  • Strong technical skills
  • Strong skills in Word, Excel, PowerPoint
  • An excellent communicator at all levels, written and verbal
  • Proactive, takes initiative
  • Project management skills
  • Consistently demonstrates secretarial competencies to the highest level in all areas