Executive Assistant Part Time - London, United Kingdom - Australasian Recruitment Company

Australasian Recruitment Company

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Part time

Description

Executive Assistant - Part Time

Salary:
£50,000 pro rata

THE ROLE:

Providing high standards of administrative support to Managing Directors ensuring that all necessary arrangements and relevant documentation are delivered in a timely fashion to a high degree of accuracy.
Complex diary management including organising internal and external meetings and managing any logistics that may be required.
Responsible for all aspects of arranging travel and accommodation including coordinating visas, booking flights, hotel accommodation, car transfers and taxis, producing travel packs and itineraries.
Producing, designing, formatting and collating documents in Word, Excel and PowerPoint and/or liaising with the Design team to ensure documents are formatted correctly in line with brand.
Occasionally coordinating practice development activities such as external marketing events and marketing initiatives, including organizing events and attending in person if required. This may also involve setting budgets, sourcing venues, negotiating rates,dealing with the bulk of the venue liaison and overseeing all logistics for the event, (e.g., sending invitations, ensuring budgets vs expenditures are reconciled and processed accordingly, compiling mailshots and marketing packs).
Upon request, liaising with Accounts on the timing of client invoices, checking draft engagement letters, adapting invoices to client specification, chasing and updating the relevant Managing Directors on their aged Debtors.
Adhoc client/project work as required, which could typically include obtaining specific client/prospect meetings, MD specific work related to their individual role and billable work including business development and marketing tasks. This list is not prescriptiveand could include a variety of tasks which will be dependent on the needs and requirements of the specific Managing Director.
Task supervision of your delegated tasks to the Administrative Assistants, e.g. processing of expenses, printing, photocopying, binding and filing, to ensure Managing Director deadlines are met and that seamless support is provided to the MD.
Assisting the MDs with a small amount of personal administrative tasks as required (dependent upon the needs of the individual MD).
Liaising with other support teams as required e.g., IT, Compliance, OM & Facilities and HR in order to meet the needs of the business.
Helping other Managing Director Assistants where necessary and providing cover for holiday/sickness.
Completing adhoc projects/tasks on request both within and outside the local Administrative Professional team where required.

THE ESSENTIALS:

Prior experience supporting Managing Directors, in a similar professional environment is required
Strong Microsoft skills essential (good working knowledge of Word, Excel and Powerpoint)
Excellent organisational skills ability to manage time, prioritise conflicting demands, multitask and work to tight and structured deadlines
Ability to build close working relationships with the relevant Managing Directors so that you are able to anticipate future needs
Highly proactive, selfmotivated and cando approach with the ability to work on own initiative as well as within a team
Ability to learn new systems and processes quickly and the desire to pick up new skills
High level of accuracy and attention to detail
Outstanding communication skills (verbal and written)
Discreet and able to handle highly sensitive information in confidence
Excellent interpersonal skills