PA/Team Assistant

An exciting opportunity has arisen to join a world leading global organisation, our client Leading Global FMCG company with Brands such as Dove, Knorr, Persil & Magnum are currently looking for a PA/Team Assistant based at their prestigious facility in Blackfriars. This is a full-time temporary role for a period of 6 months, to start as soon as possible, working a 36.25 hour week. This role is paying up to £34,000 per annum, pro rata, depending on experience.

Background:

The role supports 1 VP and 4 Directors in our client's Home Care business but works co-operatively and flexibly with other members of the team.
These leaders require a PA who is a self-starter and who can interact regularly with a very international network both inside the business and externally. You must be capable of managing your own time effectively, working independently using your initiative and keep the leaders updating on issues arising in their absence.

Key Accountabilities:

• Complex diary management - managing competing priorities effectively working across multiple time zones and organising local and international meetings.
• Assisting with the organisation of annual conferences, meetings and organisation and coordination of international and local travel, including preparation of itineraries, visas and logistics together with management of out of office requirements

• Visitor management and booking catering and meeting rooms

• Screening, redirecting and responding to email correspondence, as appropriate
• Responding to queries and requests for information from all parts of the organisation on an ad hoc basis.
• Responding to external speculative requests and queries as necessary.
• Processing expenses and invoices using relevant systems
• Pro-actively tackling issues related to administrative processes to ensure speed and efficiency.
• Setting up and maintaining both electronic and manual filing systems.
• Liaison with internal and external contacts - developing knowledge of key individuals, including PA network and wider team.

• Organising and preparing meeting materials at least 24hrs in advance
• Screening all emails and flagging issues; seeking inputs from senior leadership team / other supports where necessary to assist with issue management.
• Working flexibly outside of core hours
• Managing approval processes at the request of the executive
• Skills/Experience/Qualifications:

• Experience as a PA or top-level secretary and preferably experience working in a global organisation. It requires discretion and confidentiality.
• Experience working with a large number of stakeholders internally and externally within an International framework.
• Excellent written and oral communication skills are important, experience in managing office processes and where necessary, developing new approaches to meeting changing needs.
• Critically, you 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.
• You must be comfortable working in a virtual environment and building collaboration with people from different cultures around the world.
• Excellent in Microsoft applications including Outlook, Word, Excel, Power Point, SharePoint/One Drive as well as WhatsApp.
• Ability to quickly acquire new IT skills to utilise key company software and systems and assist in promoting the use of new software in the business
• You must be flexible with strong interpersonal skills.
• Calm and able to cope with constant change in the leader's plans, often at last minute
• Trustworthy and sensitive when exposed to confidential information