Personal Assistant

ISS UK Limited; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A prominent workplace service provider is seeking an experienced Personal Assistant based in London. The role includes managing complex diaries, coordinating international travel arrangements, and handling expenses for senior executives. Ideal candidates should have strong organizational skills and proficiency in Microsoft Office tools. This position offers an excellent salary and benefits package in a vibrant work culture.

Benefits

Excellent salary

Benefit package

Friendly and vibrant culture

Qualifications

• Experience working in a corporate office environment.
• Proven ability to work effectively with Senior Executives.
• Ability to reconcile AMEX and FX differences.

Responsibilities

• Managing complex calendars for client teams.
• Coordinating travel arrangements including flights and hotel bookings.
• Handling expense submissions through Concur system.

Skills

Attention to detail

Communication skills

Time management

Organizational skills

Experience in fast-paced environment

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Concur

Job description

ISS provide workplace and administration services to prestigious clients across London. We are seeking an experienced Personal Assistant to be based at a global financial services business situated in the heart of the West End.

In this position you will act as an ambassador for both our client & ISS Livv Workplace. You will be supporting a diverse senior leadership team with duties including complex diary management, international travel arrangements, visa applications and expense management.

The role will be based in the London HQ at their stunning offices and will suit someone who enjoys a fast paced and varied role.

Key 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 WebEx 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
• 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
• Providing administration support to other Teams during absence

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

The ideal candidate will have relevant administration experience and ideally have experience working within a corporate office environment.

Working for ISS will mean you are part of a company who are passionate about service and the people who work for us are at the heart of our business. We offer an excellent salary; benefit package and we pride ourselves on our friendly and vibrant culture.