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Personal Assistant _Office Manager Fixed Term contract

Job ID 19010299 Date posted 03/06/2019 Primary Location London-England-United Kingdom

We now have an exciting opportunity for a Personal Assistant/Office Manager to join us at our office in London. In this varied role you will play a key role in providing support to senior management, as well as ensuring the smooth running of the office environment. This position will be a fixed contract for a maternity cover lasting approximately 11 months.

  • Manages accurate and current calendar for senior management. Regularly coordinates meetings, conference calls, and travel arrangements/accommodations
  • Utilizes Microsoft Office Suite to prepare and edit presentations, correspondence, reports, charts, graphs, etc. Compiles information for reports and presentations.
  • Arranges travel, visas and accommodation as appropriate for senior management
  • Assists in planning and organizing meetings/conference calls, including arranging accommodations and other logistics.
  • Provides support during meetings as required; prepares and takes minutes, agendas, notices and manages mailings of meeting agendas and supporting materials.
  • Provides support to senior management by notifying and escalating technical equipment issues to the IT department.
  • Keeps track of cost centre and monthly review of cost centre statement. Identifies variances of actual to budget and provides regular updates.
  • Resolves questions and problems, independently taking or coordinating the appropriate action, referring only the most complex issues to higher levels.
  • Assists the team in filing timely expense reports and ensures they are completed in a timely manner.
  • Performs other ad-hoc duties as required by the office or team as they arise.

  • Proven ability to work well under dynamic conditions with input from multiple managers
  • Ability to interact and communicate appropriately and professionally with senior management
  • Strong organization and planning skills
  • Ability to prioritize own workload and manage multiple requests in a fast paced environment
  • Ability to liaison and co-ordinate the activities of a geographically dispersed team
  • Proven track record of strong office support/administrative experience
  • Proficiency in Microsoft Word, Excel and PowerPoint
  • Experience of Oracle would be a plus
  • Ability to maintain absolute confidentiality with regard to sensitive information
  • Ability to build and maintain good relationships both internally and externally
  • Ability to influence others to ensure that issues which have been raised are resolved
  • Excellent problem solving skills – able to think through likely cause of problems before referring to others
  • Team player
  • Ability to work on own initiative with minimal supervision
  • Attention to detail
  • Ability to work in a culturally diverse environment

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