Due to an internal promotion we are excited to be introducing this new PA role working for a global FMCG supporting four Board Level Executive. You will assist in maximising the effectiveness of the Group Treasurer, Group Tax Director, Group Corporate Affairs Director and Group Insurance Director (and their teams) by efficiently planning, organising and implementing their day to day needs and tasks with which they are involved and acting as communications point.

• To proactively manage inbox, diaries and meetings, including arranging/scheduling appointments, coordinating dates, times, and locations for meetings. Organising video conferences, room bookings, catering and dial-ins.
• To arrange multi-destination international travel itineraries including booking of tickets, hotels, transport and keeping on top of changes. Managing all visa or medical arrangements and currency requirements.
• To effectively filter calls and requests and manage them in a manner suitable to the priorities of the function heads and the business.
• To ensure all correspondence and relevant materials required by the function heads and their teams are produced in a timely and accurate manner – includes PowerPoint, documentation, briefs, presentations, formatting documents.
• To act as the point of contact for the departments among executives, employees, clients and other external partners.
• Liaise with relevant departments, in particular HR and IT, in respect of new joiners
• To establish and manage the invoice and expense process for the function heads, including invoice payment, AMEX bills, personal expenses, phone bills and foreign currency order and return.
• Event coordination for various department conferences, particularly Treasury and Tax workshops/conferences both UK and International.
• To establish, coordinate and maintain the Treasury Databases.
• Maintaining a detailed record of all HMRC enquiry correspondence and providing the team with a weekly summary of status and forthcoming deadlines.
• To create insurance reporting for the businesses
• Manage projects and follow-up with team members where required.

The person

You must have extensive experience of successfully applying PA skills within a major UK plc. Along with advanced MS Office skills, be highly organised, proactive self-starter who is a true team-player. Working with these senior executives excellent verbal and written communication skills are essential along with the ability to quickly gain an understanding of business operations and key contacts. This is a great opportunity for someone who enjoys being the lynch pin to the department, can juggle a busy team of executive whilst remaining positive and approachable.

We are currently looking to recruit a Project Secretary to join this highly experienced property and construction firm based in the City. You will support two Directors and their wider teams with all administration to include but not limited to;

• Coordinate project delivery deadlines within the team
• Arrange and attend weekly team meetings, keep minutes of actions
• Follow all QA and standard procedures financial/fees
• Support Directors with the creation of financial forecasts
• Book travel, venues and accommodation
• Typing and issuing of fees
• Manage departmental billings
• Post Directors timesheets/expenses/credit card statements
• Typing (copy/audio) – letters, specifications, reports, large documents for Directors/teams
• Understanding all documents are filed in the correct directories following company guidance notes
• Coordinating tender processes with the team
• Acting as a point of contact in the teams absence

The person:

You must have previous Team Assistant experience, ideally within the property world, supporting at Director level as well as supporting a team. This fast pace and busy role needs a liked minded person to join them who is happy juggling the teams busy schedules and ensuring you are always one step ahead of them. You must have strong MS Office skills including Excel.

GREAT  NEW ROLE!

Are you a super Administrator, priding yourself on your excellent attention to detail whilst meeting ever changing deadlines? If your answer is yes then we may have the perfect role for you. This leading, Advertising Agency based in Southwark is currently looking for a switched on Administrator to support their Sales Team with all aspects of administrative and sales support. You must have a proven background within administration along with good CRM experience, an Agency/Advertising background would be beneficial yet not essential, although first class admin skills are a must.

Alongside supporting the Sales Team you will also liaise directly with Agencies with tasks ranging from order bookings, producing digital/on-line PO’s, researching availability and costs for advertising campaigns, negotiating and liaising with agencies until  the right solution is found as well as chasing all art works, paperwork and keeping to strict deadlines. You will also deal with post sales administration to include, raising invoices and basic credit control.

The ideal person will pride themselves on their focused time management and ability to prioritise and push back when required. As this is a small team a positive and can do attitude is a must as well as a great personality!