PA to International Managing Partner / Project Co-ordinator

£31,000 – £36,000

Farringdon

 

THE COMPANY:


To provide strong proactive support to the Partner keeping on top of key clients, their business networks, an extremely busy diary, email traffic and travel plans.  A forward thinking approach, strong vision aligned with the Partner and leadership qualities are essential. You will also be responsible for monitoring and managing the Partner’s actions ensuring deadlines are met. 



Responsibilities and duties will include:


 


Partner responsibilities;


 
Leadership

• Understand the Partner's goals and ambitions
• Work towards the Partner’s vision and initiatives
• Act as an ambassador for the Partner
• Pre-empt and anticipate the Partner’s needs
• Work proactively gauging future requirements, using your initiative to bring in fresh ideas and actively solve problems before they arise. 

 

Diary Management

• Effectively manage the Partner’s busy diary, keeping a constant check on incoming meeting requests.
• Responsible for organising all Partner’s meetings, having regular contact with international high level clients /contacts.
• Ensure that relevant documentation is prepared in advance of all meetings.
• Make sure that the Partner is fully aware of his forthcoming schedule over the coming days / weeks
• Responsible for organising highly confidential Partner meetings, ensuring information is collated/circulated in advance of meetings and catering organised.

 
Email management

• Take ownership of Partners inbox
• Screen, prioritise and where appropriate action emails on behalf of Partner
• Track and record action on emails
• File all emails appropriately.

 


Screening of Telephone calls

• Act as central communication point for Partner
• Ensure that all calls are actioned and recorded where appropriate

 Travel

• Identify impending travel requirements and proactively secure suitable travel arrangements with Partner
• Make sure all travel arrangements are organised in time for client meetings/events
• Compile detailed itineraries for meetings/events where necessary
• Identify opportunities for business development and potential client engagement outside of intended travel purpose
• Ensure all necessary Visas are prepared

 

Expenses

• Collate Partner & Principal’s expenses monthly for submission to Finance.

 

Timesheets

• Record and complete Partner timesheets for submission to Finance

 

Filing

• Organisation and ongoing maintenance of Partner’s filing systems in relation to potential projects and Company business.

 

Hospitality and Events

• Arrange lunches/dinners as required and make reservations in connection with business hospitality

 
Project Co-ordinator Responsibilities;

• Responsible for organising Project meetings on behalf of Project Team.  Making sure that meeting rooms are booked, set up with relevant equipment and refreshments etc.
• Daily contact with clients and consultants.
• Arrange travel and organise suitable accommodation for the project team as necessary.
• To assist with project administration needs, agendas, actions lists, schedules etc.
• Responsible for making sure the project’s administration is following best practice .e.g. making sure the team are filing documents / emails to the appropriate place.
• Help construct any client reporting worksheets as required.
• To support assigned project teams in accordance with the Project Quality Plan.
• Cover switchboard in the absence of receptionist or admin assistant.

 

Person specification:

• Minimum four years previous PA experience essential
• Expert in Microsoft Office (outlook/word/excel)
• Being available for the partner out of office hours
• Extensive international travel booking experience
• Architectural experience not needed.
• Good communication skills
• Confident
• Strong attention to detail
• Ability to multitask
• Able to use initiative and work with little guidance.
• Due to exposure to highly confidential Partner information, confidentiality and discretion is of the upmost importance.

 

Our mission: To be the leading Executive Secretarial & Support recruitment consultancy in London, for employers and jobseekers alike. We are passionate about helping people with their future career aspirations.

 

EQUAL OPPORTUNITIES Morgan Spencer Recruitment is committed to equal opportunities and actively seeks applications from all sectors of the community irrespective of gender, race, colour, nationality, ethnic or national origin, disability, marital status, having responsibility for dependents, age, religion/beliefs, or any other reason which cannot be shown to be justified.

 

Our REFER and be REWARDED scheme is about recognising and thanking you for telling your friends, family or colleagues about our services and how we could help them. Refer a friend or colleague who is not already registered with Morgan Spencer. If we place them in a permanent role, we will reward you with £200 of gift vouchers of your choice.  Remember there is no limit on the number of referrals you can make, and therefore the rewards you can claim!!!