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PA / EXECUTIVE ASSISTANT

PA / EXECUTIVE ASSISTANT 
LONDON
SALARY £40,000

PA / Executive Assistant role: 

The Personal Assistant will provide high level diary management and administrative support. To act as the first point of contact, assessing priorities and redirecting calls, enquiries and requests as and when neces-sary.

Key Responsibilities:

Coordination
•    Manage the Directors diaries and appointments, ensuring effective use of time and preparation of papers and information in advance
•    Ensure the Directors have all information and resources they need for the day and week ahead and that all necessary arrangements are in place
•    Manage communication by screening calls, letters and emails. Prioritise action items, determining which need the Directors’ attention and which are appropriate to deal with independently 
•    Advise the Directors of matters requiring personal attention, with associated deadlines, and prepar-ing relevant documentation 
•    Prepare meeting agendas and ensure materials are circulated in advance as required
•    Ensure accurate and efficient organisation of business travel arrangements, ensuring these are communicated clearly
•    Organise internal and external meetings and teleconferences including booking venues, arranging accommodation and ensuring all required resources are in place. Meet and greet stakeholders to key meetings
•    Manage travel arrangements for the Plc Board and provide support as required
•    Communicate with stakeholders; shareholders; PR company and analysts
•    Take on active responsibility for vendor management/negotiations as appropriate

Administration
•    Provide administrative support to the Directors as required, including drafting of correspondence, photocopying, filing, purchase orders and email management
•    Prioritise and ensure that reports, business papers and correspondence are dealt with efficiently and promptly 
•    Assist with preparing presentations and reports
•    Prepare expense claims for the Directors
•    Take minutes of meetings when required and distribute to the appropriate audience
•    Maintain the Business Leaders SharePoint page
•    Build and maintain PowerPoint presentations, word, excel and pdf documents for internal and ex-ternal communications on the group’s activities


General Support
•    Ensure Directors’ compliance training and SOPs are kept up to date and accurately recorded
•    Follow up on action items from meetings
•    Support Office Managers with event organisation as required
•    Provide general support to business projects as required
•    Provide reception cover as required

Personal Development
•    Maintain a working knowledge of all the businesses within the company
•    Ensure customer-centric focus and high levels of service (internal & external) 
•    Follow all relevant Standard Operating Procedures, regulatory and legal requirements
•    Actively participate in the Company’s performance development review process
•    Continue to develop own talents and strengths and address any areas of self-development
•    Ensure an up to date understanding of new systems and processes
•    Maintain good working relationships with all key stakeholders


Requirements:

•    Previous experience operating as a PA to senior directors in a similar environment essential
•    Excellent communication and interpersonal skills with highly professional approach 
•    Excellent administrative skills including report writing, minute taking, diary management and creat-ing presentations
•    Proactive and able to work autonomously, prioritising own workload
•    Advanced skills using Microsoft word, Outlook, PowerPoint and Excel
•    Experience of using SharePoint, Oracle and Visio advantageous
•    Tact, diplomacy and discretion for dealing with confidential information
•    Ability to learn new IT systems quickly and to support others with this
•    Excellent organisational skills with experience of organising meetings and coordinating with multiple attendees both internally and externally

Please note if you have not been contacted by Plum Personnel within seven days then unfortunately on this occasion you have been unsuccessful. Due to the high level of applications we are receiving at this time, we are unfortunately unable to give individual feedback. Plum Personnel is acting as an employment agency in relation to this vacancy.  Plum Personnel is an equal opportunities employer.

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