JOB DESCRIPTION
PA
Support a team of Development Managers and Project Managers with:
- Proactive diary management (multiple calendars) & organisational support
- Document preparation and collation including letters, agendas, board reports, meeting papers and checklists to deadlines
- Document management (paper archiving and electronic copies), co-ordination of execution of legal documents, and maintenance of up to date library of completed documents.
- Keeping scheme databases and budget & costs trackers updated on behalf of the project and development teams
- Advance booking of travel and accommodation
- Processing expense / mileage claims using online expenses management system
- Preparation of Powerpoint presentations according to brand guidelines and company templates
- Inbox management and some responding to emails on behalf of the team
- Keeping contacts updated and filed accordingly, including central contacts database.
- Answering and fielding of incoming calls on behalf of the team and taking detailed messages in their absence, including back up switchboard cover for Receptionist.
- Managing incoming and outgoing post for the team
- Managing professional subscriptions
- Assisting with tracking CPD hours for the team
- Typing, photocopying, scanning, binding, filing and other essential administrative duties
- Setting up and maintenance of Microsoft Teams for specific collaboration projects, and facilitating document sharing with external companies via One Drive and Teams
- Assisting with IT queries and troubleshooting for the Team, including use of standard Office 365 apps
Meetings
- Organising internal and external meetings, and booking of meeting rooms
- Arranging and coordination of Microsoft Teams calls and meetings
- Set up of equipment for video conferences including assistance with troubleshooting
- Set up of in-house Powerpoint presentations
- Attending meetings and taking minutes / actions as required
Miscellaneous
- Working ‘one step ahead’ to provide efficient and proactive support for the team – including regular, proactive communication with Team members on new diary appointments and upcoming priorities.
- Be an Ambassador for the company and Muse brand, by demonstrating the behaviours of professionalism, accuracy, efficiency, and courtesy and acting in the best interests of the company at all times
- Engage with internal company news & comms via Yammer
- Respect confidentiality
- Occasional meet and greet of visitors where Receptionist absent on lunchbreaks or running errands.
- Acting as brand champion when producing all Muse correspondence, bids and documents.
- Adhere to company policy with regards to time keeping, dress code and other key policies defined by HR and available on the Company intranet or Company handbook
- Accept and embrace change as an integral part of the PA role
- Seek and promote better ways of working – to work ‘smarter’ and pass on new knowledge e.g. IT or admin related to improve efficiency within the team when necessary.
- Prioritise work effectively to ensure efficient support is provided to the team.
- Ad hoc event organising when required for Company/team and business networking events
- Working as part of a team with Receptionist and other PAs in the office to ensure calls, visitors and colleague needs are covered where usual support staff colleague is absent.
- Liaison with other offices on meetings and problem solving
- Working in partnership with the Development / Project Management teams to achieve set objectives.
- Actively taking an interest in the company and its portfolio.
- Participation at regular PA and wider team meetings and keenness to improve and share best practice.
- Potential First Aider and Fire Warden opportunities (subject to necessary training)
Lily Shippen: Specialist Executive Assistant, PA, HR and Business Support Recruitment in London, Manchester, Cheshire and Across the UK
Lily Shippen is a specialist recruitment agency placing exceptional Executive Assistant (EA), Personal Assistant (PA), Private PA, Chief of Staff, Office Manager, Operations Manager and Virtual Assistant (VA) professionals, alongside a dedicated HR recruitment practice spanning HR Assistant, HR Advisor, HR Manager, HR Business Partner and Head of HR roles. We recruit across London, Manchester, Cheshire and nationwide, connecting outstanding people with the businesses that value them.
Our roles cover permanent, temporary and fixed term contracts across business support, office management and HR at all levels. Whether you are hiring an Executive Assistant in Manchester, an HR Business Partner in London or a Chief of Staff anywhere in the UK, or you are a candidate searching for your next EA, PA, business support or HR opportunity, Lily Shippen is the team to talk to.
With a strong presence in both London and Manchester and a reputation built on more than 300 five star reviews, we are trusted to get business support and HR recruitment right. Search our latest EA, PA, Chief of Staff and HR jobs or register your CV at lilyshippen.co.uk
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