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Executive Assistant

2 months ago

London, Greater London, United Kingdom Office Angels Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Office Angels. As an Executive Assistant, you will provide administrative support to our consultants, ensuring smooth daily operations and efficient communication.

Key Responsibilities
  • Administrative Support: Manage consultant diaries, scheduling meetings, and making arrangements.
  • Communication: Handle internal and external post, ensuring all letters are acknowledged and forwarded to the appropriate provider.
  • Meeting Preparation: Assist consultants in preparing for meetings, including drafting agendas, collating papers, and issuing meeting packs.
  • Minute Taking: Prepare minutes templates and update action logs after meetings.
  • Quarterly Tasks: Carry out quarterly tasks prior to meetings.
  • Financial Management: Log and process invoices and monitor annual scheme budgets.
  • Portal Management: Create meetings and upload papers to online portals.
  • Liaison: Liaise with providers and ensure all necessary documents are received in a timely manner.
  • Reporting: Support consultants in completing internal reports.
  • Correspondence: Monitor correspondence from providers and pensions bodies.
  • Customer Service: Answer incoming telephone calls and assist callers in the absence of the consultant.
  • General Administration: Provide general office administration, including filing and post duties.
  • Time Management: Maintain accurate client time records using our client's time-recording system.
  • Team Collaboration: Collaborate effectively with team members, embodying our client's values.
Requirements
  • Experience: Previous experience in PA/Secretarial and Administration roles.
  • Knowledge: Basic knowledge of pensions is preferred but not essential, as training will be provided.
  • Skills: Proficient in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
  • Communication: Strong communication skills, both written and verbal.
  • Organisation: Excellent organisational and interpersonal skills.
  • Attitude: Professional and responsible attitude towards client interactions.
  • Initiative: Enthusiastic and proactive, with the ability to use your initiative.
  • Teamwork: Team player who thrives in a small team environment.
  • Excel Skills: Strong excel experience is essential, experience with invoicing is a strong advantage.
Qualifications
  • Education: GCSE English and Maths Grade C and above (or equivalent).
  • Software Skills: Proficiency in Microsoft Office, including intermediate to advanced Excel and Word skills.
  • Software Familiarity: Familiarity with PowerPoint and Visio software.