Property PA
Our client is a forward thinking commercial property company, currently looking for a superstar PA! The office environment is busy and lively, with a friendly team who work hard but like to have fun.
Main duties:
Provide a range of secretarial and administrative support to the COO and the Land Director (and Associate) and other staff if necessary. The successful candidate will have the experience of working flexibly and proactively within a team structure. You will be required to communicate with people at all levels.
- Diary Management - coordinating internal and external meetings and ensuring the COO and Land Director are regularly updated on diary appointments, ensuring engagements do not clash
- Managing and coordinating UK & International travel requirements including organising visas, currency, type of travel and accommodation and providing itineraries when necessary
- Management of COO and Land Director’s inboxes
- Maintaining an efficient and up to date filing system
- Minute taking and preparing agendas for meetings
- Ensure that information provided to the team is clear, fair and not misleading
- Completion of expense schedules/claims
- Discreet handling of sensitive and confidential information
- Carry out research when required
- Produce reports, letters and presentations on various software
- Collating, preparing and printing documents and reports
- Email management, responding and drafting emails where appropriate
- Screening and managing phone calls
- Provide other ad-hoc administrative duties as required by the team
- Working collaboratively with the CEO Executive Assistant to ensure smooth running of the office
- Assisting colleagues with meeting urgent deadlines
- Provide additional support / meeting preparation
- Assisting with public consultations
- Preparation and greeting of guests for meetings
- Undertaking administrative work for some personal work streams
- Representing/assisting the COO at some social/networking events
- Provide additional support on reception to cover the receptionist’ lunch break when required
Skills required:
- Excellent communication skills with a high level of both spoken and written English
- Efficient and well organised
- Strong diary management skills
- Willingness to work outside normal office hours if necessary on an ad-hoc basis
- Friendly, approachable personality and have a good sense of humor
- Proficiency in MS Outlook and MS Office with a typing speed of at least 50 wpm
- Excellent organisation skills with good attention to detail
- Professional attitude
- Interpersonal skills/confidentiality
- To work effectively as part of a team with a positive ‘can-do’ attitude with the willingness to assist change
- Ability to multi-task and work under pressure
- Experience of project control file sharing systems would be beneficial but not essential
- Adapting to change in our fast growing company and be prepared to have duties and responsibilities extended.
Experience of one or more of the following fields is required: experience in the property and construction sector
At least two years senior (Director) level PA experience.
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