Personal Assistant

12 MONTH FIXED TERM CONTRACT
 
Personal Assistant to the Head of Finance
  
£38,000  - £40,000          
  
THE COMPANY

We are currently seeking a Personal Assistant for a large organisation based in the heart of the City. This is fantastic opportunity for an ambitious PA to be a part of a well-recognised and respected organisation. This organisation believes investing into its employees and making sure they reach their full potential and so consequently you will be working in an exciting and motivating organisation. This is a temporary role which will start ASAP. You will be based in a fast paced, vibrant office environment.

THE ROLE:
Act as a first point of contact for both internal and external clients wishing to contact the Head of Finance
Screen and respond to e-mails and telephone calls.
Provide e-mail management support including: management of meeting requests, organisation & filtering of e-mail.
Provide diary management support including: arrangement of meetings, acceptance/ declines, act as gatekeeper’ to meeting requests, ensuring adequate time allocation/ travel time for meetings.
Provide a time management service for Head of Finance to ensure effective use of their time.
Arrange internal/external meetings and book venues including: distribution of papers/ reports in advance, set up of video/ teleconferencing/ flip charts, booking of refreshments/ lunch.
Collate information and produce presentations from PowerPoint for meetings and seminars.
Follow up on agreed action items from meetings.
Produce accurate correspondence including letters, memos and facsimiles
Co-ordinate with the travel team to make travel arrangements, including booking flights, accommodation, producing itineraries, and arranging foreign currency and passport/visas where applicable.
Book meetings, seminars and conferences, liaising with Talent Management where necessary.
Meet and greet visitors.
Attend meetings and team briefs.
Take the initiative to identify and resolve problems as they arise to facilitate the smooth running and continuity of business.

General
Undertake any other reasonable duties /ad hoc reports as may be requested.
Participate in cross-team and intra-team projects as required.
Adopt the company culture of Professionalism, Integrity, Effectiveness and Dynamic attitude that contribute to an internal environment of teamwork and promotes a positive brand image to our external customers.
Comply with procedures, policies and regulations relevant to your role.  Undertake relevant training on company policies and procedures as delivered by your line manager
Comply with any specific responsibilities necessary for your role as outlined by your line manager, This may include, amongst others, the companies underwriting control standards, The companies’ claims control standards, other company standards and customer relationship management.
Ensure that you uphold the company principle of Treating Customers Fairly.
Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system. 

THE PERSON:
 
Education and Qualifications
Educated to ‘A’ level or equivalent
Professional secretarial qualifications desirable

Skills and Abilities
Excellent communication skills, both verbal and written
Advanced in all Microsoft Office programs
Motivational skills, team worker as well as able to work on own initiative
The ability to manage time, meet deadlines and prioritise
Excellent understanding of organisational processes

Knowledge and Experience
Proven Personal Assistant experience
Experience of arranging complex travel plans and itineraries
Experience of minute/note taking in meetings

Aptitude and Disposition
Outcome focused, self-motivated, flexible and enthusiastic
Professional approach to successfully interact with managers/colleagues and external suppliers
Completes work to deadline
Proactive

Competencies
Concern for quality
Information seeking
Customer focus
Team working
Initiative
Problem solving
Time management
Relationship building

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, sexual orientation, having responsibility for dependents, age, religion/beliefs, or any other reason which cannot be shown to be justified.

CONFIDENTIALITY: All applications are dealt with in strictest confidence and will be processed in accordance with the Data Protection Act 1998 
Morgan Spencer Limited, registered in England & Wales No: 4254114

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