Personal Assistant - Abbey Wood, United Kingdom - Hymans Robertson LLP

Hymans Robertson LLP

Verified Company

Abbey Wood, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Role Summary

To act as the key point of contact and provide dedicated comprehensive administrative and secretarial support to small number of senior employees within the Department.

Accountabilities
Personal Assistance

Actively managing the Head of ITs diary.
Providing secretarial support to Head of IT and senior members of IT.
Meeting Coordinator for a number of operational and strategic recurring meetings, main duties will be:
Planning the meeting schedules and coordinating attendance across BU/BUs
Preparing draft agendas and supporting documentation for meetings to ensure that they are well organised and run smoothly.
Attendance at meetings for minute taking and recording actions.
Updating internal databases with actions post meeting/sessions.
Respond to internal and external meeting requests and arranging the necessary resources from across IT team.

Administration duties

Processing supplier invoices into finance system, to ensure timely payments.
Aligning Purchase orders to invoices with financial system.
Coordinate and manage deployment of company credit card issue cards and coordinate receipts for IT Finance, Marketing.
IT Supplier Invoices input to NetSuite on daily basis
IT Supplier Annual Renewal Invoices Spreadsheet keep a record of all renewal dates and set up annual reminder.
Preparation of presentations, proposals and other associated documentation in conjunction with the appropriate internal contact.
Arrange travel and accommodation requirements using Reed & McKay for ITLT.
Process, monitor and retain records of expenses for ITLT

Assist in the planning of IT staff events/workshops.
Assist in coordination of communications of IT plans with the Comms team.

Miscellaneous

Ad hoc associated Personal Assistant duties.
Provision of cover on reception on an exceptional basis.

Skills / Experience/ Personal Attributes

Relevant experience in the provision of support to senior level management, including working closely with and on behalf of senior management, extensive diary management and travel arrangements.
Proficient in relevant Microsoft Office packages.
Able to produce reports, presentations, and various communications in line with the Firm's standards.
Excellent planning and organisational skills.
Strong interpersonal and communication skills, demonstrated in the ability to consult successfully at every level within the Firm, and interact professionally with clients.