Personal Assistant

Overview

We’re on the lookout for a motivated, professional and confident Personal Assistant to join our UKBU team supporting the sales function. The right candidate will be someone who is highly organised, able to manage multiple diaries and work in a busy and sometimes pressurised environment. You’ll be able stay calm under pressure and keep up in a fast paced office environment with a positive attitude and willingness to get involved. This is a busy role where you will need to think on your feet, you will need to be able to plan and effectively prioritise your workload. A positive attitude is absolutely essential. The team is looking for an enthusiastic Personal Assistant who is a whizz at Outlook and PowerPoint and isn’t fazed by an ever changing agenda!

Responsibilities

• Diary Ownership: Diary management is an important part of this role; diaries are extremely busy and ever changing. You will need to be very comfortable with Outlook as well as being able to multi task, prioritise, negotiate and be persuasive.
• Travel Arrangements: You’ll be responsible for organising all travel arrangements for your direct managers, which may include global travel and you will be expected to pull together detailed travel itineraries to specific manager requirements, sometimes across multiple time zones. As part of this, you will also be responsible for processing all expense claims on Concur for your managers.
• Events Management: This will include setting up and arranging internal meetings and all the necessary equipment. Your responsibilities can vary from setting up a team meeting, to organising a whole function meeting/event. You are also expected to support the HQ events held at the Green Park office when support is requested.
• Collaboration: You will work with a number of Personal Assistants across the business and possibly sometimes across time zones, so you need to be able to work with different personalities and build strong relationships within this group.
• Systems: You will use your IT skills to pull together presentations, raise Purchase Orders and put forward Managers’ expenses, so being comfortable with systems would be a distinct advantage.

Qualifications

• Previous Personal Assistant experience in a busy environment is essential (reporting to more than one manager).
• Ability to manage own workload, prioritise and think on your feet.
• Great attention to detail (especially when checking documents & diaries).
• Experience of co-ordinating and managing successful meetings and events.
• Ability to work with high integrity and confidence (will be exposed to sensitive information).
• Manage and prioritise several competing requests at a time.
• Experience of arranging travel for managers.
• Flexibility to adapt to a constantly changing environment.
• Ability to build strong relationships throughout the business.
• Strong computer skills on Outlook, PowerPoint, Word and Excel.

Key skills/competency

• Diary Management
• Travel Coordination
• Event Planning
• Microsoft Outlook
• Microsoft PowerPoint
• Expense Management
• Administrative Support
• Prioritization Skills
• Relationship Building
• Confidentiality