Pa / Team Assistant & Administrator

PA/Team Assistant & AdministratorBased in BatterseaFull time office based role£26K - 38K + permanent

Our client, a global organisation in SW London is currently looking for a Team Assistant to support the PA to CEO and a team of data professionals. Possibility of a permanent role in the long-term.

Key Responsibilities

• Ensure the smooth running of the office, keep communal parts of offices well organised, well presented and tidy
• Cover receptionist duties as and when needed acting as point of contact for large meetings
• Assist with arrangements for large workshops and meeting rooms management
• Maintain office and kitchen supplies including stationery, tea, coffee milk etc
• Assist with Finance Department invoice queries and filing, taking instructions from the Financial Controller and Finance Manager.
• Raising PO's, verifying suppliers' invoices, arranging couriers, photocopying, filing and managing inbound and outbound post
• Act as the Floor Fire Marshall and H&S representative and ensure the First-Aid box is complete
• Diary management - keep an overall view of the diary, scheduling internal and external meetings across different time zones
• Arrange visits to the office ensuring that visitors are greeted in a timely fashion and that the best impression and positive image is presented
• Ensure that agenda and itineraries for visits / meetings are provided and well managed
• Establish and maintain strong relationships with all global teams and external companies including key suppliers
• Assist team members in preparation of documentation, including reports, presentations and communications, to a high standard and in a timely manner
• Proofread documents and ensure that formatting meets company standards
• Take meeting minutes from time to time
• Book local, national and international travel and accommodation arrangements for the team and occasional visitors, including arranging business visas where necessary
• Schedule meetings and events, including equipment booking and catering arrangements.
• Other Ad-hoc duties

Person Specification

• Previous experience in a Team Assistant or an office administrator capacity or similar
• Experience of working on assignments with an international reach
• Excellent organisation and administrative skills with the ability to introduce and manage procedures
• Good time management and self-organisational skills with an ability to multi-task and work to deadlines
• Excellent interpersonal and communications skills, both written and verbal, with experience of liaising confidently and effectively at all levels
• High degree of integrity, confidentiality and discretion
• High standard of accuracy and excellent attention to detail
• Ability to establish and maintain excellent working relationships at all levels
• Proactive, positive attitude to work, able to use initiative and act with independence and integrity
• Advanced MS Office skills, particularly Word, PowerPoint and Excel