PA / Secretary - City

London (City of), London (Greater)
Paying £35-£38K + great benefits
16 Jan 2019
13 Feb 2019
Job Title
Industry Sector
Banking / Finance, Insurance, IT
Contract Type
Full Time

A Leading insurance firm in the City is looking for a fantastic PA / Secretary to support a Director of IT and two Heads of Operations.  Must have at least 4 years’ experience working as a PA/Secretary ideally within insurance, IT or professional services firm. This will be a full on PA role working alongside the EA to the COO and other senior individuals so must have excellent communication skills.

Key PA/Secretarial duties:

  • Responsible for the diary management of the Operations & IT Directors
  • Ensuring correct time allocations are given, awareness of priority meetings and ensuring clashes are identified and rearranged in advance.
  • Daily communication on diary bookings and movements to ensure the directors are aware of changes.
  • Ensuring all necessary information required in preparation for meetings, including packs and minutes
  • Take calls on behalf of the Operations & IT directors.
  • Review emails and respond to, delegate or highlight for action.
  • Take calls on behalf of the Operations & IT Directors
  • Arrange travel and accommodation for the Operations and IT teams as necessary where agreed.
  • Advise Operations & IT directors of upcoming deadlines and proactively manage the preparation of information for those deadlines.
  • To undertake the efficient handling of expenses.
  • Responsible for collation, compilation and distribution of reports and selected management or information packs in preparation for meetings.
  • Responsible for taking minutes at meetings.
  • Prepare presentations for both internal and external use to the standard required.
  • Arrange team meetings and away days where necessary
  • Arrange profiles and starting arrangements for new starters within Operations or IT.

Key experience/skills

  • Relevant secretarial qualifications is desirable but not essential
  • Advanced Microsoft Office skills including; PowerPoint, Word, Outlook, Visio and Excel.
  • Knowledge of financial services , IT or insurance sector is desirable.
  • Excellent written and oral communication skills; able to communicate with staff at all levels.
  • Proactive and able to work on own initiative.
  • Effective prioritisation, organisation and multitasking skills; able to manage own and others time.
  • Minimum of 4 years solid Personal Assistant experience gained within relevant sector

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