PA & Team Administrator

Sagacity; Greater London; On-site; GBP 32,000 - 46,000; Full time

Benefits offered by this job

Travel flexibility

Job summary

Sagacity is seeking an experienced Personal Assistant to provide comprehensive PA and administration support to the management team in Greater London. You will be a proactive, self-motivated professional with a minimum of 3+ years PA background and strong organisational skills.

Responsibilities include diary management, travel arrangements, drafting correspondence, preparing board packs, and supporting events, with occasional NDA proofreading support for the legal team and interdepartmental

Qualifications

• Minimum 3+ years PA background.
• Experience providing PA and admin support to management teams.

Responsibilities

• Manage comprehensive diary for senior staff and prioritise conflicting schedules.
• Organise business travel and hotels.
• Draft correspondence; liaise with internal and external contacts including senior stakeholders.
• Prepare KPI monthly packs and board-related materials as needed.
• Set up meetings, arrange refreshments, catering and room bookings.
• Conduct research ahead of meetings.
• Greet clients and visitors; register weekly guests with reception and security.
• Support internal events (Summer/Christmas) and lead smaller events when required.
• Arrange team events and dining for internal/external events.
• Process expenses and timesheets; initial checks before sign-off.
• Support legal team with NDA proofreading and ad-hoc projects.
• Create presentations, documents and reports with light editing.
• Handle incoming post and deliveries; provide holiday/sickness cover for three partners.
• Support onboarding of new starters with office/admin setup.

Skills

Diary management

Stakeholder liaison

Communication

Planning & prioritisation

Time management

Tools

MS Office

Job description

The Role

To provide PA and administration support to the management team, you will be a flexible and self-motivated individual with demonstrable administration experience, ideally from working in a similar function previously with minimum 3+ years PA background.

The Role

To provide PA and administration support to the management team, you will be a flexible and self-motivated individual with demonstrable administration experience, ideally from working in a similar function previously with minimum 3+ years PA background.

Responsibilities

• Comprehensive diary management, with a degree of autonomy in prioritising and resolving scheduling conflicts for senior staff members
• Organising business domestic travel and hotels
• Drafting correspondence and liaising confidently with internal and external contacts, including more senior stakeholders
• KPI monthly pack
• Meeting set-up, including organising refreshments, catering, and room bookings
• Conducting research on companies ahead of meetings
• Meeting and greeting clients and visitors, including registering weekly guests with the main reception and security team
• Supporting the organisation of internal company events, including the Summer and Christmas party - taking a lead role on smaller events where required
• Booking team events and restaurants for internal and external events
• Collating and submitting expenses and timesheets, including a first check of team submissions before sign-off
• Supporting the legal team with proof reading and checking NDAs, and supporting with ad-hoc projects as needed when Senior PA is off.
• Organising internal and external meetings
• Creating presentations, documents and reports, with light editorial input where appropriate
• Dealing with incoming post and deliveries
• Reporting into the Senior PA, and providing holiday/ sickness cover for the three partners, including collating board packs if required
• Providing support to other internal departments as required

Team & Office Administration

• Supporting day-to-day oversight of general office duties, ensuring standards are maintained across the floor/team
• Ordering office and kitchen supplies and monitoring stock levels
• Maintaining and devising office systems, including filing and data management
• Carrying out regular checks of shared spaces, meeting rooms, and kitchen areas to ensure they are presentable and stocked
• Support for facilities-related issues, liaising with building management/IT as needed
• Supporting onboarding of new starters with office/admin-related setup (desk, access, supplies)

Competencies & Behaviours

You will have excellent communication, planning, prioritisation and organisational skills. You will demonstrate strong commercial awareness, which promotes and protects the interests of both Sagacity and our clients alike. Key competencies and requirements include:

• Attention to detail
• Excellent planning and reporting
• Clear and transparent communication
• Delivery and deadline driven
• Client relationship management
• Logical and structured approach
• Critical thinking and problem solving
• Decision-making
• Team player, approachable, likeable
• Trustworthy
• Adaptability
• Accountability, effectiveness
• Stress tolerance
• Presentable, professional, punctual
• Flexible to travel