Team Assistant

3 days ago

Esher, United Kingdom People Untapped Full time

**Learning & Development Opportunity**:
**TEAM ASSISTANT / PERSONAL ASSISTANT**

**(20 - 30 hours per week, mainly HOME BASED),in or near Surrey**

**About the Company**:
People Untapped is a small (and rapidly growing) Learning & Development consultancy, based in the UK, but operating globally. We are now in our 12th year and are continuing to grow significantlyWe offer a wide range of services to clients, including executivecoaching, training, team facilitation and consultancy. We have some large high-profile corporate clients, along with many smaller clients and start up organisations, across a massive range of industries.

We have a small back-office administrative team that ensure everything runs like clockwork. In addition, we have a large global team of freelance Associates who deliver the extensive range of programmes and services on offer.

Do you like to work in a fast-paced evolving organisation where you have the ability to work with all members of the team as well as put your stamp on how we operate and coordinate many daily and strategic activities throughout the year?

If you have amazing organisational skills (spinning plates a speciality), obsessive attention to detail, strong IT skills (excel is our friend), experience of managing multiple diaries and events, are a brilliant communicator that builds strong relationships,able to work as part of a team and you have an interest/experience in HR Administration or Learning & Development as a Team Assistant, or PA then look no further

If so this role could be for you:
**Role Summary**:
The Team Assistant / PA will act as the key point of contact between many of the team members and is responsible for ensuring the efficient and smooth day-to-day internal operation of the team. They will be responsible for providing a wide range of administrativetasks to support the Leadership Team as well as the wider team. The role would suit someone who loves a fast-moving environment, embraces multiple spinning plates with energy and tenacity and is interpersonally flexible so can work with a wide range of clientsand internal stakeholders. An ability to resolve issues as they arise both quickly and smoothly will be the key to success.

**The Role and Responsibilities**:

- Act as a point of contact and interface between the CEO, Directors and Associate Directors and clients as well as the wider People Untapped team
- Schedule and manage the diaries of the CEO, Directors and Associate Directors
- Liaise with new clients to organise introduction connection calls using MS Teams and Zoom platforms
- Schedule, co coordinate and manage an array of regular weekly, monthly and annual meetings as well as a number of key events throughout the year
- Wholly responsible for event planning of a number of annual events - strategy days, quarterly meetings and our end of year fun with the Christmas Party
- Maintain and update all relevant stakeholders, systems, spreadsheets and calendars
- Ensure that all changes are updated in a timely manner, and communications are managed carefully
- Answer ad hoc queries relating to the various meetings and events
- Organise personal and imaginative gifts for members of the team on their birthday
- Provide general support to the team as and when required as well as being one of the main points of contact for "finalising" and ensuring our client materials such as power point presentations, workbooks and facilitator guides are first class
- Proactively work to anticipate and manage issues as they arise
- Keep the client and team members up to date via a variety of communication channels
- Work collaboratively and flexibly with all members of the Team
- Organise and attend relevant internal meetings

**The Person**:
Essential
- Ability to plan and manage own time and work independently, with outstanding organisational skills: detail oriented and able to multitask (obsessive attention to detail is preferable)
- IT literate and confident with Microsoft Office particularly Excel and a creative flair with PowerPoint, as well as the technical ability and confidence to learn how to use the specific systems and apps we use in our work eg. Session Lab
- Technical competence and confidence to suggest and make changes to enhance our operational efficiency
- Excellent communication and relationship building skills - able to quickly build rapport and collaborate with clients and colleagues to ensure the smooth management of multiple diaries
- Previous experience in relevant administrative and PA work, preferably in an HR or Training environment
- Awareness of the importance of client and team member confidentiality as well as diplomacy
- Excellent collaboration and team working skills to ensure that the Leadership Team’s diaries are impeccably managed
- Proactive and flexible approach to all activities with the ability to quickly offer creative solutions to problems
- Flexible approach to working hours due to different time zones (Asia - Europe - America) - we are super-flexible with how our people work, and occasionally need flexibility back in return
- Ability to travel to Esher in Surrey approx. x1 per month for a day and/or as required
- Happy to work from home - lone working isn’t for everyone

Ideal
- Experience of different virtual platforms - MS Teams and Zoom
- Cultural Awareness of the variations and idiosyncrasies of different countries around the world

**Terms**:

- Fixed Term Contract (duration tbc) with potential for Permanent Contract
- Hours spread over at least 4 days per week, predominately Mon - Thurs - variable and flexible hours which may include very occasional evening/weekend working (e.g. if we have a course the next day and need reports producing for trainers at the last minute)
- Location - Work from home, with occasional meetings in Esher, Surrey
- Laptop provided
- Salary/Hourly Rate - £30,225k FTE (£15.50 per hour) with pension contributions, life assurance, Medicash and holiday pay (calculated on a pro-rata basis).

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