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Divisional Pa

4 months ago

London, United Kingdom ISG plc Full time

**Division**: UK Fit Out - Major Projects

**Location**: Aldgate House, London

Role purpose

To deliver quality, accurate, timely and effective PA support to the Divisional Directors and their senior teams. This role requires someone who can work on their own using initiative, delivering high quality, accurate and effective PA and administrative support to Divisional Directors, Divisional Commercial Managers and their senior teams. Your interpersonal skills will be polished and you will be a pivotal member of the Fit-Out business. You will be flexible and forward thinking and willing to become involved in all aspects of divisional support.

Key accountabilities

To deliver quality, accurate, timely and effective PA support to Divisional Directors and their senior teams.
Provide PA support to the Divisional Directors and senior team members.
Manage Divisional Directors diaries in a proactive manner to ensure there are no issues and liaise with divisional directors to ensure they have no urgent matters that need auctioning.
Lead the recruitment process for project-based Document Controllers/Project Secretaries with assistance from the Quality & Systems Advisor.
Maintain awareness of new starters and ensure that their IT equipment and introduction itinerary is in place on their first day.
Manage staff absences through obtaining project absence charts, ensuring all holidays are logged on CIPHR and sickness absences advised to HR.
Ensure SLX database, Post Room and Reception are up to date with current project information and staff locations.
Reconcile company and personal expenses for senior team members.
First point of contact for IT issues for the divisional team and for projects in the absence of support staff.
Prompt distribution of daily post and couriered documents. Redirect post to project addresses when necessary.
Screen telephone calls, messages and correspondence and action or delegate when applicable.
Book internal and external meeting rooms and catering as required.
Arrange couriers ensuring documents reach their destination on time.
Arrange for print work to be carried out by MJs as per requirements and within advised timeframes.
Typing, printing, distribution and filing and archiving of correspondence, reports etc.
Maintain own filing system and subsequent archiving.
Preparation of PowerPoint presentations for internal and external use.
Manage the organisation of staff and client events.
Maintain a record of end of project archiving and assist with retrieval from archive storage facility as required.
Set up/close stationery accounts as and when required. Approve and order stationery on behalf of support staff, when not accessible online.
Source office space for new projects as and when required and within budget.
Responsible for logging Divisional Directors and senior team expense claims on web expenses.
Order new and replacement Business Cards for staff when required ensuring that the requests have relevant Director approval.
Manage Major Projects Petty Cash for Project teams, ensuring all floats are recorded and reconciled in a timely fashion by project support staff. Ensure that these are closed out at the end of projects and all monies are accounted for.
Arrange necessary travel and accommodation for site staff, once approved and in line with our expense policy, through approved companies.
Ad hoc duties as required.
Organisation of Cluster events and quarterly comms.
Setting up monthly VPM meetings project based and Divisional Director follow ups.
Attending weekly cluster comms meetings taking minutes and carrying out ad hoc actions from the meeting.

Skills & experience

Proven experience of working in a similar PA role
Knowledge and experience of the Construction industry
Microsoft Office (Work/Excel/PowerPoint) to an advanced level
Attention to detail and accuracy
A confident professional manner
Able to communicate positively and effectively with internal and external teams.
Highly organised, able to plan and manage conflicting priorities
A flexible approach
Able to maintain strict confidentiality in all work-related matters.
Brand awareness and ability to present work to a high standard
Confidentiality
Able to remain calm under pressure.
Content to take directions from another and equally able to direct others.
Proactive — a self-starter
A team player

Our workplace strategy ‘Work for You’ includes flexible working practices such as hybrid working where employees can split their working time between work and home. We also recognise that some roles lend themselves to flexible options more than others, so if this is important to you please discuss this with your recruiter, during the hiring process.