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PA to MD and Directors

3 months ago

London, UK, United Kingdom Savills Full time

Role Overview :

To provide efficient and proactive PA support to the Managing Director and up to two other Directors within the Prime Purchase office. The role can be based either in London (Sloane Street) or based near Newbury.

The successful candidate should be highly organised, flexible, be able to use their initiative and able to clearly prioritise their duties and meet deadlines. They should possess strong communication skills (both verbal and written) and have the ability to work under pressure whilst maintaining a high level of service to clients and colleagues.

Key Activities :

  • Liaise with clients on behalf of the Director(s) in a professional manner
  • Manage incoming emails and post for the Director(s) as well as extensive diary management (internal and external)
  • Manage incoming calls and dictation
  • Arrange meetings and pitches in a timely and courteous manner along with collating pitch material.
  • Carry out relevant research when required
  • Assist with the writing of property reports and exercise due diligence when doing so: including collating information on neighbours, planning, local amenities, transport, location maps, Land Registry documents and any other information required in relation to the individual report.
  • Ensure the team is compliant in all aspects and meets Anti-Money Laundering Rules & Regulations.
  • Maintain accurate and up-to-date database (Reapit) and paperless filing/archiving systems.
  • Manage expenses/invoices/referrals and process for payment
  • Ad-hoc typing and minute taking
  • Ad-hoc personal administration for the Managing Director along with dealing with other projects as they arise.
  • Liaise effectively with PR and marketing regarding event creation, meetings and corporate hospitality.
  • Create presentations and arrange quarterly company meetings
  • Liaise with other local Savills offices and Country House Department PA’s
  • Company website updates and communicate with our in-house social media team and PR consultant.
  • Provide support to colleagues as and when needed to cover holidays and sickness periods.

Key Skills :

  • 3+ years’ experience as a PA ideally to more than 1 person
  • Ability to act in a professional and confidential nature at all times
  • Excellent communication skills – both verbal and written
  • Excellent organisational and administrative skills – able to prioritise multiple tasks and deadlines and good attention to detail.
  • Confident to take ownership of travel arrangements
  • Able to work on their own and use their own initiative for maximum results
  • Ability to work under pressure and across different time zones

Technical experience :

  • Excellent knowledge of Microsoft Office
  • Diary management
  • Previous use of Financial Tools (My Purchasing & Billings Portal) would be preferred.
  • Previous use of CRM systems would be preferred (superficially Dynamics and Reapit)
  • Good numerical skills

Person Specification :

  • Excellent organisational and prioritising ability along with being able to work under pressure at times.
  • Confident in liaising at a senior level both internally and externally
  • Good attention to detail
  • Ability to work flexibly and in the knowledge there will be times of lone working; self-motivated.
  • Team player
  • Maintains a professional manner at all times
  • Enthusiastic to do a high quality job at all times