Team Assistant - London, United Kingdom - Ad Idem Consulting Limited

Ad Idem Consulting Limited

Verified Company

London, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

The Role

My client is looking for a highly organised and efficient team assistant to help their Senior Executive Assistant who supports the Senior Partner Group, including the CEO, and the Head of EMEA Sales, Senior Product Specialist and select other senior teammembers when appropriate.

You will be reporting directly into the Senior Executive Assistant.

Responsibilities:

To provide calendar and diary management support including arranging external meetings for the above partners and employees.
To coordinate and arrange internal meetings.
To coordinate travel and related organisation including booking flights, hotels and transfers where necessary; filing Travel Authorisation forms; understanding requirements for material and ensuring delivery; organising and confirming meetings if requiredand being responsible for all changes associated with rescheduling. The role must ensure full itineraries and support are provided.
To undertake monthly expense reconciliations for ensuring all relevant information and backup is provided and the expenses are within company policy.
To organise conference calls including arranging dialins and pins when needed.
To assist with the coordination of events as required, liaising internally and externally on guest lists; potentially sourcing venue options and organising catering; liaising with external parties, and confirming travel, etc.
To organise restaurant bookings
To meet and greet clients and investors when needed
To undertake adhoc administrative tasks and projects as required by the Senior EA and Senior Partner Group, CEO, Head of EMEA Sales and Senior Product Specialist
General office duties such as filing, photocopying, faxing, etc. as required
Collate and print materials
Ensure any presentation requirements are tracked in internal systems with production team. Maintain presentation cupboard with uptodate presentations.

Skills & Qualifications

A sufficient level of demanding PA experience to include dealing with complex diary organization and providing a full range of support.
Strong organisational skills including the ability to prioritise and multitask with minimum level of error.
Significant experience of dealing with senior level Executives and their PAs.
Experience of organising, booking and amending complex travel itineraries.
Advanced Microsoft Office skills.
Excellent written and verbal communication skills.
Efficient, professional but approachable working manner.
Flexible attitude towards problem solving and dealing with adhoc issues whilst also being able to work to specific procedures or protocols.
Selfsufficient work ethic with a proactive outlook. The ability to see longer term issues and run with projects from inception to completion.
Team player and willing to take on ad hoc and varied tasks as and when required