Personal Assistant / Team Administrator

Recruiter
Undisclosed Company
Location
City of London, London
Salary
£26000 - £29000 per annum + bonus & holidays
Posted
23 Feb 2018
Closes
20 Mar 2018
Ref
BW/100VE/PATA
Contact
Manpower UK
Job Type
Temporary
Hours
Full-time
An exciting opportunity has arisen to join a world leading global organisation. Our client, a blue chip FMCG company, is currently seeking a PA/Team Assistant based in Blackfriars, London. This is a full-time, temporary role for a period of 6 months (possibly longer), Monday to Friday, 9am - 5.30pm, to start ASAP. The role is paying between £26,000 and £29,000 per annum, pro rata, depending on experience.

Main Job Purpose:
To provide pro-active and high-level assistance in a busy and demanding environment ensuring a consistently high level of service while being sensitive to highly confidential information.

This role supports the Change Program PMO, who is driving a large-scale corporate transformation that is at the heart of the company's Executive agenda. Given this is a global program affecting the company in its totality, the PMO team require a PA/team assistant to work co-operatively and flexibly with other members of the organisation & management consulting partners, across an international network. The incumbent will be a self-starter with a bias for action and a strong level of professionalism, required to deal with complexity and interact with senior members of the organisation.

* No travel involved
* Direct team consists of 4 people

Key Accountabilities:
* Providing full support to PMO team including diary, travel & meeting management across all time zones
* Supporting team in management of routines (organising multi-location/time zone meetings, development of agenda in collaboration with PMO, management of pre-reads and consolidation, development of minutes)
* Organising meetings & workshops locally & abroad including booking meeting rooms and ensuring technical set-up runs smoothly (Telepresence, Skype, Lync, Live meeting, etc.). You will not be required to organise out of office events, etc.
* Maintaining email distribution lists and contacts database
* Utilising technology (e.g. Chatter and SharePoint) to store and share critical team documents, including amending access rights as program evolves
* Preparing and distributing electronic & physical copies of key documents for critical meetings
* Raising, tracking and closing of Purchase Orders in Ariba for PMO Directors (not their teams), liaising with procurement & suppliers to ensure prompt payment
* Pro-actively tackling issues related to administrative processes to ensure speed and efficiency
* Processing expenses and invoices using relevant systems

Skills/ Experience/ Qualifications:
* Proven experience as a PA and preferably experience working in a regional or global organisation, with exposure to senior members of the organisation
* Critically, the candidate must be well organised, able to prioritise tasks of high complexity and have the ability to build relationships with an international network and key stakeholders across different levels in and out of the organisation
* Understanding who the stakeholders are and be proactive in both evaluating attendance at meetings; Communicating sensitively especially for senior stakeholders
* He/she must be comfortable working in a virtual environment and building collaboration with people from different cultures around the world
* Experience in managing office processes are important and where necessary, developing new approaches to meeting changing needs
* Initiative to think around how to help the directors to be as efficient as possible in using their time
* Excellent in Microsoft applications including Outlook, Word, Excel and PowerPoint and ability to quickly acquire new IT skills to utilise key company software and systems
* Experience in Ariba (for budget management) desirable but not essential
* He/she must be flexible, have a high degree of maturity & self-confidence with strong interpersonal skills.
* Accuracy and speed are essential.
* He/she must be trustworthy and sensitive when exposed to confidential information
* PA Diploma is desirable but not essential

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