Personal Assistant

1 week ago

Abbey Wood, United Kingdom Hymans Robertson LLP Full time

**Role Summary**

To act as the key point of contact and provide dedicated comprehensive administrative and secretarial support to small number of senior employees within the Department.

**Accountabilities**

Personal Assistance
- Actively managing the Head of ITs diary.
- Providing secretarial support to Head of IT and senior members of IT.
- Meeting Coordinator for a number of operational and strategic recurring meetings, main duties will be:

- Planning the meeting schedules and coordinating attendance across BU/BUs
- Preparing draft agendas and supporting documentation for meetings to ensure that they are well organised and run smoothly.
- Attendance at meetings for minute taking and recording actions.
- Updating internal databases with actions post meeting/sessions.
- Respond to internal and external meeting requests and arranging the necessary resources from across IT team.

Administration duties
- Processing supplier invoices into finance system, to ensure timely payments.
- Aligning Purchase orders to invoices with financial system.
- Coordinate and manage deployment of company credit card - issue cards and coordinate receipts for IT Finance, Marketing.
- IT Supplier Invoices input to NetSuite on daily basis
- IT Supplier Annual Renewal Invoices Spreadsheet - keep a record of all renewal dates and set up annual reminder.
- Preparation of presentations, proposals and other associated documentation in conjunction with the appropriate internal contact.
- Arrange travel and accommodation requirements using Reed & McKay for ITLT.
- Process, monitor and retain records of expenses for ITLT**.**:

- Assist in the planning of IT staff events/workshops.
- Assist in coordination of communications of IT plans with the Comms team.

**Miscellaneous**
- Ad hoc associated Personal Assistant duties.
- Provision of cover on reception on an exceptional basis.

**Skills / Experience/ Personal Attributes**
- Relevant experience in the provision of support to senior level management, including working closely with and on behalf of senior management, extensive diary management and travel arrangements.
- Proficient in relevant Microsoft Office packages.
- Able to produce reports, presentations, and various communications in line with the Firm’s standards.
- Excellent planning and organisational skills.
- Strong interpersonal and communication skills, demonstrated in the ability to consult successfully at every level within the Firm, and interact professionally with clients.

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