Personal Assistant

7 days ago

Richmond, Greater London, United Kingdom Savills Full time

Role Overview

We are seeking a highly organized and proactive Personal Assistant to provide administrative support to our Lettings Compliance and Customer Services team. The successful candidate will be responsible for managing the diaries of three Directors, organizing projects, and providing administrative assistance to the team.

Key Responsibilities

  • PA Duties:
  • Manage the inbox, including drafting and sending emails, and organizing the inbox.
  • Diary management, booking meetings, events, and organizing meeting rooms and catering.
  • Regular catch-up calls with Directors, planning the week ahead, prioritizing workload, and ensuring preparation is done ahead of meetings.
  • Attend team meetings, provide updates, and communicate relevant information back to Directors.
  • Minute and action taking for various meetings.
  • Create slide content for internal and external presentations.
  • Organize and manage The Lettings Industry Council (TLIC), including booking, arranging, and attending large group meetings, organizing smaller working group meetings, and taking minutes.
  • Communicate with industry stakeholders, add and introduce new members, manage the website, assist with industry projects and reports.
  • Organize meetings for LARG (Large Agents Representative Group).

Team Responsibilities:

  • Provide support for the lettings customer service and compliance team where necessary and process invoices.
  • Manage and coordinate team annual leave.
  • Manage the MS Teams channel for the team.
  • Produce the quarterly compliance report.
  • Create and review the team business plans.
  • Create and send out the lettings compliance, customer service, and communications bulletin using the Exact Target system.
  • Process invoices using the Savills Financial Tools system.
  • Provide support to the Lettings Communications Manager with external newsletters and marketing materials.
  • Manage updates to lettings templates and guides and keep the letter templates Smartsheet up to date.
  • Host online training sessions on Teams or Zoom.

Requirements

  • Previous experience in a PA role.
  • Previous experience working in the lettings industry (desirable but not essential).
  • Good IT skills and knowledge of Word, Excel, PowerPoint, MS Teams, Zoom, and Smartsheets.
  • Good time management and completion skills, able to multitask and keep control of multiple tasks at once, prioritizing urgent matters.
  • Proactivity to be solution-focused and think ahead of ways to improve.
  • A positive can-do attitude.
  • Great team player within their own team and the wider lettings team, offering support where required.
  • Clear, concise, and confident communication, excellent writing skills, and good telephone manner.
  • Attention to detail in all aspects of all work.

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