Personal Assistant - London, United Kingdom - Grosvenor Group

Grosvenor Group

Verified Company

London, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Reporting to

Investment Director

Department

Financial Investment

Primary location

70 Grosvenor Street, London

Main purpose of role

The purpose of this role is to provide competent, efficient and effective personal administrative support to two Directors and a Senior Manager within two different areas of the business.

Key responsibilities- Assist with planning and executing the annual schedule of key governance meetings.- Assist with drafting agendas, collating and tidying papers in advance of key meetings (including Trustee and Executive meetings), and minute/action taking when required.- Efficiently manage diaries on a day-to-day basis and resolve any conflicting priorities using tact and judgement.- Booking meetings, and providing regular meeting reminders / prompts on deadlines, and coordination of meetings with multiple people (both internal and external)- Ensure the managers are fully briefed on visits, appointments and meetings and has the appropriate paperwork for such- Organise all travel arrangements (monthly), including flights, trains, car hire, hotels etc, and provide tickets, currency and full itineraries- Deal with telephone calls efficiently and politely, and provide a screening service Deal with all administration, including company credit card expenses, mileage claims, monitor costs against current budgets etc.- Proactively develop and maintain strong working relationships with other departments across the organisation to aid in the support provided to the managers.- Raise purchase orders and process supplier invoices via the internal purchase ledger system.

- Protect the confidentiality of personal and sensitive information- Produce ad hoc reports, presentations and other documentation as and when required, and assist and participate in project work as and when required- Co-ordinate visitors/meetings/room bookings/lunches as and when required- Maintain an accurate and efficient filing system- Network with other company PA's to share best practice

In addition, all employees must demonstrate the following responsibilities:

To continuously develop and improve
To comply with company policy and best practice in security, legal and regulatory compliance
To carry out duties, within the relevant legislation at all times and be familiar with the terms of all current legislation relevant to the role
To ensure H&S responsibilities are fulfilled, including:
To have responsibility for personal safety and the safety of others
To ensure that all H&S responsibilities are fulfilled and that safety and welfare is maintained
Plan enough time for work to be done in a healthy and safe way
To assume delegated authority to take aversive/proactive action where appropriate to prevent a potential situation escalating to an accident or health and safety failure
To complete any other duties as required from time to time

Essential skills and attributes:

Excellent interpersonal and communication skills, both written and verbal, with a high level of attention to detail.
Outstanding organisational skills with ability to prioritise and multitask.
Effective relationship builder and confident interacting with a broad range of stakeholders, working collaboratively with others,
Adopting a practical and pragmatic 'can do' approach to getting things done; Resourceful and innovative with making things happen.
Positive attitude, confident and willing to take initiative. Enthusiastic and with excellent organisational skills.
Ability to work professionally to meet deadlines, and collaboratively in a team environment.
Professional, discrete and confidential at all times.
High level of computer literacy with a willingness to participate in training to further skills, in particular advanced skills in PowerPoint, Word and Excel.
Able to adapt to existing company IT infrastructure, software and processes.

All employees must uphold the shared values of Grosvenor:

Integrity, be honest, fair and open
Trust, be loyal, reliable and deliver on commitments
Respect, be inclusive, straightforward, collaborative, caring and thoughtful

Key performance indicators- Upholding Grosvenor's values.- Positive feedback from internal and external customers.- Administration support provided accurately, timely and to a high quality/standard.