Administration/ Personal Assistant

In ISS we create places that work, think and give. You will form a key part of this placemaking culture, driving the customer touchpoint journey, as an ambassador of exceptional workplace experience for Livv workplace - division of ISS.

Within the position of Administration/ Personal Assistant, you will be working as part of the workplace experience team, curating a workplace environment that increases well-being, productivity and enhances company culture that our end users want to be a part of. Actively seeking opportunities to improve onsite service experience and deploy new initiatives in line with the ISS Global Strategy.

Responsibilities & Tasks

• Managing ever changing and complex calendars using Outlook Scheduler for a dedicated client teams including preparation of meeting material
• Manage incoming calls and respond to ad hoc requests in a timely manner
• Undertake research and work on other special projects as assigned by the Manager
• Contact management: maintaining contacts in a consistent format - proactively organising and maintaining a good information retrieval system
• Set up international conference calls and meetings: To efficiently prepare all meetings and ensure the Managers are fully briefed for all meetings with the relevant correspondence/paperwork. Open up conference call and VC using Zoom platform and ensure meeting rooms are prepared ahead of schedule
• Complete coordination of travel bookings: flights, trains, visas and hotel accommodation. Ensuring that the traveller has all relevant information required such as: Comprehensive travel/meeting itineraries, hotel and flight confirmations, taxi bookings, up-to-date travel information using the online booking tool or direct with the firms’ travel agent
• Account Management Floor only - maintaining CRM (Perform) platform up to date as requested by Account Managers
• To own the expense process as required. To include submitting expenses through the firm’s Concur system
• General administration duties to include photocopying, filing, scanning, mailings, devising and maintaining office systems etc

Experience & Traits

• Excellent attention to detail
• Strong communication skills, both verbal and written
• Ability to prioritise tasks and heavy workload
• Proven ability to work effectively with Senior Executives in a professional manner
• Highly organised with excellent time management skills; good follow up and coordination skills
• Experience of working in a fast-paced environment
• Proactively planning schedules and itineraries considering multi-time zones, conflicting calendars etc.
• Ability to reconcile AMEX and FX differences
• Advanced-level skills in Microsoft Outlook, Word and Excel
• Knowledge of Concur and CRM preferable but not essential
• Health and Safety in the workplace understanding