PA/Team Assistant

Absolutely Recruitment; London; On-site; GBP 38,000 - 41,000; Full time

Job summary

A leading company is seeking an office-based Assistant to support the International Business Director and Financial Manager in London. The role involves managing international travel arrangements, administrative tasks, and ensuring confidentiality in dealings. Ideal candidates will have advanced office skills, extensive experience in similar roles, and strong communication abilities.

Qualifications

• Typing Speed 70-80 wpm with 98% accuracy.
• Extensive experience of organising international travel schedules.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Support the International Business Director and Financial Manager.
• Manage international travel schedules and bookings.
• Prepare and distribute committee and board papers.

Skills

Advanced skills in Word

Advanced skills in PowerPoint

Advanced skills in Excel

Advanced skills in MS Outlook

Customer Service

Excellent organisation skills

Excellent interpersonal skills

High degree of integrity and confidentiality

Education

Relevant work experience in secretarial/administration

Job description

Full time permanent office -based role

Salary £38-41K p.a. DOE

Key Responsibilities

• The assistant will support the International Business Director (Australia, New Zealand, Hong Kong and London) and the Financial Manager based in London.
• Must maintain strict confidentiality in all dealings.
• Interact with Australia, Hong Kong and New Zealand 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 HOD and 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 hardcopy.
• 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.
• Point of contact for any Office Management issues
• 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., Australia and UK.
• Customer Service.
• Previous experience in a secretarial/administration role dealing with Directors or Managers.
• 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.