PA to 3 Partners with either Fluent Spanish, French, German or Dutch

An established firm with regional and international offices, is looking for an ambitious and professional Personal Assistant to join their team and support three partners. This is a brilliant opportunity for someone who has 2-4 years’ secretarial experience who can speak either Fluent French, German, Dutch or Spanish.

The role is varied and with supporting three different characters, the candidate will need to be able to constantly juggle plates and work well under pressure.

Duties include;

• Diary management including appointment categorisation
• Updating Partners’ diaries with new starters and leavers (names/dates/roles) and desk booking
• Scheduling meetings, booking meeting rooms/venues, sending invites
• Preparing required documentation for meetings including agendas
• Taking and typing up minutes / action points (attending meetings when necessary) with a specific focus on Europe Business Development, IMS and Heads of Department
• Domestic and international travel arrangements (trains, taxis, car hire, flights, accommodation), including for mainland Europe Partners
• Processing personal and credit card expenses for Partners
• Professional correspondence – ensuring all correspondence, reports, documents etc. conform to house style and are of high quality
• Filing, archiving and scanning
• Dealing with membership renewals/subscriptions
• Acting as a point of contact for Partners, taking and fielding telephone calls, liaising with other departments, chasing deadlines
• Administration including for risk compliance, policy requirements and the RICS annual reporting submission.
• Post filtering/re-distribution
• Document production and management including occasional presentations, copy typing, audio typing, spreadsheet management (HR pyramids, Partner trackers, credit cards, Europe sales), updating internal staff trackers – photos and names ahead of office visits and events and formatting reports, using Excel spreadsheets.
• Social media – LinkedIn
• Some inbox management (e.g. junk emails/rules/alerts) and organising contacts address book
• Responsible for 120 company credit cards –  procedure and management – statement distributing, general credit card administration, credit card policy and limit reviews
• Ad hoc planning and coordination of project work
• Ad hoc corporate social responsibility administration including donations and charities aid foundation
• Ad hoc Accounts administration (correspondence, invoice audits)
• Management of confidential documents for the Equity Partners
• Personal holidays, scanning, airport transfers etc.
• Insurance management and renewal preparation

This is a lovely role for someone who is keen to develop their career as a Personal Assistant. Training will be given but languages would be a huge advantage to the role. The firm has a lovely culture with work-life balance something that they actively promote.

Lily Shippen specialise in PA and administration recruitment across London and Manchester.  Typical roles include Receptionists, Team Assistants, PAs, Office Managers and EAs across all industry sectors. We are a boutique agency and as a result, are unable to respond individually to the high volume of applications. If you are already registered with Lily Shippen, please do not hesitate to contact your consultant directly.