Senior Pa - London, United Kingdom - ISG plc

ISG plc

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Based:
London (4 days a week)

Role purpose

To deliver quality, accurate, timely and effective PA support to the Managing Director and Commercial Director.

Key accountabilities

Provide PA support as required to the Managing Director and Commercial Director
Manage extensive diaries in a proactive manner, allowing flexibility for priority meetings
Organise external and internal meetings, arranging facilities as necessary and circulating appropriate agendas and papers beforehand in a timely manner and arrange refreshments
Venue finding & budgeting for off-site meetings, arranging logistics, catering and technical facilities
Attend various meetings and take minutes as required and and track the progress of actions to ensure they are closed out
Preparation of annual meeting schedules and reporting schedules
Inbox management for Managing Director
Draft and proof-read correspondence on behalf of the Managing Director
eArcu, webexpense, Ciphr management for Managing Director
Identify, anticipate and prepare information in advance for meetings on behalf of the Managing Director
BPR (Business Performance Review) collation, input and submission in accordance with key deadlines
Timely co-ordination of the monthly management report
Co-ordination of the quarterly Statutory Board & monthly Management Meeting including scheduling, preparation of agendas, PowerPoint slides & minute taking
Arrange and co-ordinate the business planning process in line with Group timescales
Manage the organisation of external entertaining/events in accordance with the Gifts & Hospitality policy
Maintain a knowledge and database of restaurant venues for client lunches and private dining
Co-ordination of annual half year review including arranging the venue, agenda and presentations
Organisation of the Business Unit family summer fete including organisation of venue, budget, invitations & entertainment
Co-ordination of annual Business Unit End of Year Comms event including arranging venue and attendees, plus assisting with content and facilitating awards
Liaise with the Marketing department regarding communications, including diarising monthly newsletter recordings and assisting with content
Organise induction itineraries for new senior staff members, and arrange their starter kit
Recruitment of Divisional PA's, conducting first interviews, skills testing and managing onboarding
Chasing/ensuring compliance is met with business requests across the business unit
Collate and process Director's monthly expense claims
Booking of ad-hoc travel and accommodation (usually domestic) and co-ordinate itineraries
Creation of quality PowerPoint presentations for internal and external use in accordance with our brand
First point of contact for IT issues
Proactively build and maintain positive relationships with Directors, Cluster Leads, associated colleagues and external contacts
Maintaining internal distribution lists for the issue of internal comms and event invitations
Maintain an awareness of past and present projects, contacts, clients etc.
Professional meeting and greeting of visitors at all levels of seniority
Prioritise workload, ensuring urgent matters are picked up and communicated as appropriate
Handle sensitive information and maintain absolute confidentiality
Undertake any other reasonable duties from time to time to meet the needs of the business.

Skills & experience

Proven experience of working in a similar PA role at Board level
Knowledge and experience of the Construction industry preferred
Microsoft Office (Word/Excel/PowerPoint), Windows 10, SharePoint and Outlook to an advanced level
Efficient use of AV equipment and video conferencing across multiple platforms
Attention to detail and accuracy
A confident professional manner
Able to communicate positively and effectively with internal and external teams
Highly organised, able to plan and manage conflicting priorities
A flexible approach
Able to remain calm and focused under pressure
Able to maintain strict confidentiality in all work-related matters
Brand awareness and ability to present work to a high standard
Content to take directions from another and equally able to direct others
Proactive; diligent; able and willing to think ahead
Willing to participate, share knowledge and actively support colleagues.

Qualifications:

Proven experience of working in a similar PA role at Board level

Our workplace strategy 'Work for You' includes flexible working practices such as hybrid working where employees can split their working time between work and home.

We also recognise that some roles lend themselves to flexible options more than others, so if this is important to you please discuss this with your recruiter, during the hiring process.