PA Maternity Cover

Our well established luxury goods client is looking to hire a PA Maternity Cover contract supporting the Managing Director and Finance Director. The role will initially be for 6 months with the potential for extension if needed.

Everyone in the office is absolutely lovely to work with but the role is fairly fast paced so they definitely need someone who can hit the ground running. They are a traditional/family feel office who also want someone who is happy to muck in and be part of the wider team.

The client is looking for an experienced PA who has previously supported at Director level, is used to liaising with UHNWIs (the majority of the client base), is personable and is calm under pressure.

The role is based in West London and the working hours are 9am - 5pm. The role is starting ASAP and paying up to £38,000 (pro rata) depending on experience.

The Role:

• Provide fully confidential and administrative support to the Board
• Travel arrangements. Co-ordinate and book complex international travel including flights, hotels, passports, visas, currency, taxis, visitors' invitation letters. Preparation of detailed travel itineraries/schedules for business trips
• Diary management. Co-ordinating and organising client meetings. Set up internal/external meetings. Arrange conference rooms, dial in numbers and videoconference facilities and lunch arrangements
• Production and distribution of schedules and detailed itineraries
• Expense reports - Preparation and maintenance of expense reports and monthly credit card expenses
• Reconciliation of petty cash and involvement and invoice authorisation process
• Preparation of monthly management accounts presented on Word
• Preparation of correspondence, presentations as required on PowerPoint
• Preparing Board papers and Minutes and distributing them to Board members in a timely manner
• Point of contact for client's inquiries, routing calls and taking detailed messages. Responsible for 'meeting and greeting' of guests and liaising between customers and internal departments
• Liaising with company management and external clients
• Review, prioritise and route incoming correspondence and co-ordination of outgoing correspondence in the afternoon
• Monitoring emails, screening telephone calls and keeping the MD up to date on correspondence received
• Maintenance and monitoring all relevant records and filing systems containing confidential information
• Responsible for some aspects of HR including recruitment, holiday and absence management, maintaining personnel records
• Responsible for office catering
• Ordering stationery and office supplies
• Other secretarial duties as required

Candidate profile for the PA Maternity Cover:

• Proven experience in providing support at an executive level (MD/CEO/FD)
• Discreet, professional manner; ability to maintain confidentiality on all aspects of workload
• Excellent organisational skills and attention to detail
• Excellent communication skills, both written and verbal; excellent telephone skills
• Resilient with proven ability to remain calm under pressure
• Highly organised with excellent time/priority management skills; capable of multi-tasking to meet deadlines, and able to follow up outstanding items as necessary
• Excellent typing and MS Office skills including high level of familiarity with Word, Excel and PowerPoint
• Pro-active 'can do' approach/willingness/attention to detail

If you fit the criteria please don't hesitate to apply!