Personal Assistant and Project Coordinator - London, United Kingdom - Advantage Umbrella Ltd

Description

PA & Project Coordinator for Senior Management
-
Do you have 2 years PA and Project Coordinator experience?

Have you proactively used your initiative to problem solve and identify time-saving solutions?_
-
Do you want to make a positive impact in a start-up company?_
-
IF SO, WE WANT TO HEAR FROM YOU_

Advantage Umbrella is the holding company for a diverse range of companies whose business concerns touch a number of industry verticals.

Currently we are at a 'paused' phase in our commercial business as we are conducting necessary foundation building, market research and data processing/analysis.

Spending time defining and adding structure to our Business Operations so that all systems and processes flow seamlessly across all of our business offerings; conducting a number of market research projects to evolve and launch some new business offerings; whilst spending time understanding, interpreting and gaining value from our existing business data.

We are looking for a PA and Project Coordinator who can help support our management team and proactively create and take ownership of a variety of different processes/ systems/ projects.

-
PA

Responsibilities Include:
-_

• Being the first point of contact and key liaison for the office
• Act as a reference point for senior managers/ team/ external contacts.

Telephone duties and interaction with senior management, screening of calls and requests for meetings, timely administration of expenses, meetings set up etc.

• Preparation of detailed itineraries and travel arrangements (both business and personal)
• General administration and management of confidential and sensitive information.
• Filing electronic and hard copy
• Typing correspondence, reports, minutes
• Entering data, maintaining databases and keeping records.
• Identifying and creating new processes and systems.
• Handling financial queries.
• Consistently demonstrating a willingness to own/ tackle problems as they arise and ability to identify issues for upward referral.
• Extensive coordination of calendars (business/ personal/ family) to ensure effective time management and prioritisation of arrangements where necessary, including tracking of business travel plans, holidays, etc.
• Overseeing the running of the Directors Home', including overseeing household staff, organising external contractors, monitoring of continuation of services/ utilities e.g. car/ house insurance etc.
• Processing business expenses for VAT returns. Monitor personal expenses via trackers and conduct monthly reconciliation plus produce expense reports.

-
Project Coordinator

Responsibilities Include:
-_

• Serve as project coordinator and assistant to the COO
• Maintain and support an effective file storage and data management system in line with project requirements and data protection.
• Oversee project timetable/ schedule and communicate with team members and partners in order to maintain major milestones.
• Provide support to the team in the management of budgets, including maintaining up to date records and arranging payment of expenditure and any other duties commensurate with the level of responsibility of this role.
• Preparing reports and presentations to update the management team on the project's progress and showcase the project's value.
• Tracking and communicating project risks and opportunities.
• Organising project team meetings and recording minutes.
• Looking for ways to increase the project's profitability and reduce expenses where possible.
• Providing administrative support.

Requirements and skills

• Proven work experience as a Personal Assistant
• Knowledge of office management systems, software and procedures, including (but not limited to) G Suite, MS Office, Zoom, Project Management Systems (would be desirable, but training can be provided)
• Outstanding organisational and time management skills, ability to multitask and prioritise daily workload.
• Experience of contributing to or carrying out research projects, keeping to specific timelines and delivering on objectives
• Experience of maintaining project plans, organising meetings and taking notes/minutes.
• Ability to use absolute discretion, initiative and personal judgement for dealing with sensitive and confidential matters.
• Ability to solve problems, using information from a variety of sources to aid analysis and make timely decisions
• Having an innovative approach to change and challenges, and the drive to ensure that a highquality service is provided
• Ability to deal with multiple tasks in parallel and sharing knowledge appropriately
• Excellent written and oral communication skills and experience of using a variety of communication methods.

Salary:
£35,000 (dependent on experience)

- expected increase of between 10-15% upon completion of probationary period_


Hours:
Monday to Friday, 9:00am to 5.30pm


Start date:

ASAP

Salary:
£35,000.00-£36,500.00 per year


Schedule:

• Monda