ISS provide workplace and administration services to prestigious clients across London. We are seeking an experienced Personal Assistant to be based at a global financial services business situated in the heart of the West End.
You will provide high-level administrative support to a senior HR leadership team, including complex diary and meeting management, coordination of HR-related activities, stakeholder engagements and accurate timely expense management.
This role will be based in the London HQ in their stunning offices and requires exceptional attention to detail, strong organisational skills and the ability to handle confidential information with discretion while managing multiple priorities in a fast-paced environment.
Key Responsibilities & Tasks
*Managing ever changing and complex calendars using Outlook Scheduler for a dedicated client teams including preparation of meeting material
*Manage incoming calls and respond to ad hoc requests in a timely manner
*Undertake research and work on other special projects as assigned by the Manager
*Contact management: maintaining contacts in a consistent format - proactively organising and maintaining a good information retrieval system
*Set up international conference calls and meetings: To efficiently prepare all meetings and ensure the Managers are fully briefed for all meetings with the relevant correspondence/paperwork. Open up conference call and VC using WebEx platform and ensure meeting rooms are prepared ahead of schedule
*Complete coordination of travel bookings: flights, trains, visas and hotel accommodation. Ensuring that the traveller has all relevant information required such as: Comprehensive travel/meeting itineraries, hotel and flight confirmations, taxi bookings, up-to-date travel information using the online booking tool or direct with the firms’ travel agent
*To own the expense process as required submitting expenses through the firm’s Concur system
*General administration duties to include photocopying, filing, scanning, mailings, devising and maintaining office systems etc
*Providing administration support to other Teams during absence
Experience & Traits
*Excellent attention to detail
*Strong communication skills, both verbal and written
*Ability to prioritise tasks and heavy workload
*Proven ability to work effectively with Senior Executives in a professional manner
*Highly organised with excellent time management skills; good follow up and coordination skills
*Experience of working in a fast-paced environment
*Proactively planning schedules and itineraries considering multi-time zones, conflicting calendars etc.
*Advanced-level skills in Microsoft Outlook, Word and Excel
*Knowledge of Concur and CRM preferable but not essential
*Health and Safety in the workplace understanding
The ideal candidate will have relevant administration experience and ideally have experience working within a corporate office environment.