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Team Personal Assistant - London, United Kingdom - Charles Russell Speechlys

Charles Russell Speechlys

Verified Company

London, United Kingdom

1 month ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Location

London

Category

Contract type

Permanent - Full Time

Salary

Competitive

Working hours

Full Time

Team Personal Assistant - Transformation and Responsible Business:
Roles and Responsibilities

Meeting scheduling and extensive diary management, taking a proactive approach to ensure that commitments are balanced and manageable, taking into account deadlines and other demands on time and ensuring room bookings and catering logistics are made.
Liaising professionally and sensitively with internal and external stakeholders including key clients to organise meetings and meeting logistics, including venue, AV facilities, refreshments and circulating relevant materials.
Providing necessary documentation in a timely, efficient way for internal and external meetings.
Taking minutes of meetings chaired by the Director or Heads of, where necessary.
Managing travel including visas and itineraries, where applicable.
Processing invoices, purchase orders and expense claims in a timely manner.
Help prepare and administer relevant budgets.
Updating policies when required.
Answering and transferring telephone calls to the relevant person/team.
Taking ownership and maintaining the relevant intranet pages (TMO and Helix pages), ensuring content is kept up to date and accurate.
General administration tasks including preparing documents, proof reading and the creation of PDF bundles.
Assisting with ad hoc administration and providing support to major projects.
Attending team meetings to share information and have clarity on future actions. Following up on actions as necessary to assist with moving things forward.
Managing team social events.
Qualifications and Experience
Previous experience in a PA role to senior leadership teams is essential, ideally in a legal environment.
Previous operational experience is desirable.
A good working knowledge of Microsoft Suite, including Microsoft Outlook, Word, Excel and PowerPoint.
Person Specification
A proactive cando approach and able to use initiative when required and demonstrates good judgement.
A professional manner with excellent verbal and written communication skills
Builds rapport quickly.
Ability to balance competing priorities and multitask in a fastpaced environment, adapting to challenging deadlines.
Accustomed to dealing with people at all levels with tact and diplomacy.
Flexible and dependable, will do extra hours where needed.
Maintaining confidentiality and discretion at all times.
Accurate typing and attention to detail.
Excellent attention to detail, highly organised and efficient.