PA/Team Assistant - Property - Mayfair - 1 Year Contract - April 2019.

A fantastic opportunity has a risen for an experienced PA/Team Assistant to cover a 1 year Maternity Cover Contract from early/mid  April 2019  - potentially a little sooner. Working within a prestigious Property Company based in Mayfair. 

The Role

To provide comprehensive PA support to a Senior Director - a Division Head and their wider team (  6 people) This role requires a self-sufficient, flexible candidate who has the ability to work under pressure and is an excellent communicator, extremely well organised and demonstrates the ability to pay close attention to detail.

Key Responsibilities

• Pro-active approach to diary management: coordinating a busy and ever-moving schedule.  Understanding busy periods and actively helping to prioritise time e.g. through understanding and suggesting what can be delegated, keeping a monthly/weekly/daily track of events.
• Extensive diary management using Outlook.
• Planning: the PA should think about and anticipate events well in advance, understanding the cycle of work throughout the year.
• Meetings and communications: attendance at key team meetings and taking down and subsequent tracking of key actions, keeping the teams' actions on track – have the confidence to chase and keep senior team members on track.
• Highly organised: ensuring the teams schedules are easy to operate, through maintaining up to date filing, understanding key documents produced throughout year, proactively assembling relevant meeting papers and inputs for meetings  e.g. agenda items for 121's, committee papers etc.
• First point of contact for all incoming calls, correspondence, internal and external contacts.
• Build, develop and manage relationships with all internal and external parties.
• Ensuring the team have all necessary tools well in advance of each meeting including briefing notes, background presentations and general documents where required.
• Preparing briefing notes, crib sheets and collating information for speaking events, interviews, conferences and results presentations.
• Typing reports, documents, letters and emails ensuring high attention to detail.
• Preparing and amending PowerPoint presentations both internal and external view.
• Assisting with the organisation of internal events.
• Other: Regular admin duties including filing, expenses, responding to invitations, proof reading documents, dealing with invoices.
• Updating contacts in Outlook and CRM database.
• Travel arrangements as required
• Close liaison with Executive PA’s and Direct Reports to ensure priorities are communicated and any outstanding matters are followed up in a timely manner
• Working closely with a team of PA’s in the offices, covering for other assistants during sickness or holiday.
• Managing legal documents, recording on the system quickly and efficiently, working with CoSec to ensure prompt turnaround, liaison with Asset Managers / Directors and Solicitiors.
• Keeping on top of the team sharepoint, ensuring documents are saved in relevant folders
• Tracking meetings in salesforce and ensuring that the team complete meeting notes to appear on a weekly report.

The ideal candidate for this role will ideally have: 

• Proven relevant experience over a number of years working in a similar senior level role at a reputable company within a PA/Team Assistant role.
• Experience of working in a fast paced professional department
• Confidence to liaise with other Executive Committee members and their PAs
• Flexibility – must be able to deal with different levels of workload
• Must have excellent written and oral communication skills
• A collaborative and strong team player
• A professional attitude and able to demonstrate great initiative
• Excellent organisation skills
• An advanced knowledge of MS Word, Outlook and PowerPoint, Excel.
• Ability to adapt to last minute changes with diplomacy and tact
• Excellent attention to detail and accuracy
• A willingness to learn about the company
• Able to use knowledge learnt to look at the bigger picture to understand where tasks fit in

The ideal candidate is likely to be a graduate although this is not essential and the ideal candidate will have a number of years proven experience working as a PA and wider Team Assistant and love this role.

It would be advantageous to have worked within the Property industry and have worked within a "best practice" fast moving deadline driven environment. 

The ideal candidate will also be: 

• Good team player, with positive attitude and eagerness to get involved
• Self-starter who uses own initiative
• Flexibility - able to deal with different levels of workload, remaining calm under pressure
• Willing to learn new skills and tools
• Works to a high standard and always strives to improve.

A fantastic opportunity within a forward thinking modern company.