Team Assistant / PA

Team Assistant / PA

Based in Battersea

Full time permanent office based role

Salary £38-41K p.a. DOE

Key Responsibilities

• The PA /Admin Assistant will support the International Business Director (Canada, US & Europe) and colleagues based in London
• Must maintain strict confidentiality in all dealings.
• Interact with US, Canada, UK and Europe assistants to arrange meeting times for London based directors and any other administrative matters required
• Manage the directors international travel schedules, arranging and booking international flights (or train travel) and accommodation. Organising any changes to the itinerary if needed while directors are travelling (this often happens and may be out of UK hours.
• Completing and submission Director expense report in an accurate and timely manner (mainly travel expenses)
• Preparation, copying, collation, binding and distribution of committee papers and board papers for directors in a timely manner
• Liaise with other international assistants including Europe, Australia, NZ and Canada and Board members
• Monitor incoming mail and requests and ensure timely response of directors
• Maintain an efficient and accurate filing system for the team both online and hard copy
• Plan, organise functions / meetings / conferences, catering when required
• Provide general secretarial duties including word processing, photocopying and facsimiles, document production and tracking system
• Provide assistance as required to visiting executives
• Verify and approve invoices via email or on Oracle.
• The nature of the role means that it is office-based.

Person Specification

• Advanced skills in Word 7.0, PowerPoint, Excel, MS Outlook. Typing Speed 70 - 80 wpm with an accuracy of 98%.
• Extensive experience of organising international travel schedules, arranging and booking international flights (or train travel) and accommodation. Organising any changes to the itinerary if needed while directors are travelling (this often happens and may be out of UK hours)
• Good understanding of different time zones - i.e., Canada and Europe
• Stable work history e
• Previous experience in a secretarial/administration role at Directors level
• Corporate engineering, infrastructure or a similar related industry background preferred
• Secretarial or relevant work experience
• Excellent organisation and administrative skills
• Good time management and self-organisational skills with an ability to multi-task and work to deadlines
• Excellent interpersonal and communications skills, both written and verbal, with experience of liaising confidently and effectively at all levels
• High degree of integrity and confidentiality
• Ability to present a professional and positive image of the department at all times, along with a high standard of accuracy and attention to detail
• Ability to work effectively in both a team environment and unsupervised
• Live within an easily commutable distance from Battersea