Personal Assistant - Salford, United Kingdom - Lily Shippen

Description

Job Description

A fantastic opportunity has arisen for a Personal Assistant to join a well-respected and friendly property company based in Salford on a contract basis. This role will be until the end of 2024 and will support a small team.

Candidates must be immediately available or on a short notice period in order to be considered.

The successful candidate will have previous PA experience, be a real people person and someone who is happy to get their sleeves rolled up and stuck in.

This role will be 4 days in the office, 1 from home.

Duties will include:

• Diary management
• Prepare and collate various documents, including letters, agendas, board reports, meeting papers, and checklists, ensuring adherence to deadlines.
• Manage document archiving
• Organise internal and external meetings, book meeting rooms and arrange virtual meetings
• Attend meetings and take minutes/follow up on actions
• Keep scheme databases, budget, and costs trackers updated on behalf of project and development teams.
• Book travel and accommodation, including processing expense and mileage claims using the online expenses management system.
• Prepare PowerPoint presentations according to brand guidelines and company templates.
• Manage team inboxes, respond to emails when necessary, and maintain up-to-date contacts, including a central contacts database.
• Answer and field incoming calls for the team, taking detailed messages in their absence, and provide backup switchboard cover for Receptionist.
• Handle incoming and outgoing post for the team and manage professional subscriptions.
• Assist with tracking CPD hours for the team and perform essential administrative duties such as typing, photocopying, scanning, binding, and filing.
• Set up and maintain Microsoft Teams for specific collaboration projects, facilitating document sharing with external companies via One Drive and Teams.
• Assist with IT queries and troubleshooting for the team, including the use of standard Office 365 apps.
• Engage with internal company news and communications via Yammer and respect confidentiality.
• Occasionally meet and greet visitors in the absence of the Receptionist.
• Act as a brand champion when producing all correspondence, bids, and documents.
• Embrace change as an integral part of the PA role and seek better ways of working to improve efficiency within the team.
• Assist with ad hoc event organising for company/team and business networking events.
• Collaborate with Receptionist and other PAs to ensure coverage for calls, visitors, and colleague needs in the absence of usual support staff.
• Liaise with other offices on meetings and problem-solving.
• Participate in regular PA and wider team meetings and demonstrate eagerness to improve and share best practices.

Person Specification:

• Previous PA experience.
• Knowledge of Microsoft Office 365 suite.
• Proactive with the ability to use initiative.
• Ability to work autonomously and as part of a small team.
• Professional, friendly, polite, and approachable personality with a positive, can-do attitude.
• Well-organised with the ability to remain calm under pressure.
• Ability to communicate clearly and effectively in an assertive, professional manner with varying seniorities.
• Keenness to develop the role should opportunities/company growth allow.

Desirable:

• Experience in supporting at a Senior level.
• Previous property experience.
• Experience of producing and collating lengthy documents.
• Experience of working with a document management system.

This is a great opportunity to join a reputable, close-knit and welcoming company with a fantastic PA team

This is a 37.5 hour working week and salary is up to £34,000 per annum.

Lily Shippen are experts in recruiting top business support and Human Resources talent, including PAs, EAs, Receptionists, Private PAs and Office Managers as well as Generalists, L&D, Recruitment (Experienced and Graduate) and HR Operations, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.