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Personal Assistant
2 months ago
We have a fantastic opportunity for a PA/Administrator to join one of London’s leading universities as a Project Support Assistant, working within the Projects and Estate Development Team supporting the Projects Director and the wider team. The role will have two part, providing finance admin support and PA support to the Projects Directors, this role will suit someone who likes being the go to person, has both PA and admin experience and enjoys supporting a team in a proactive manner.
You will be the first point of contact for any queries and visitors for the Projects and Estates Development team ensuring all messages are forwarded and/or actioned quickly and efficiently. Duties will include
- To manage and maintain diaries where needed, updates and reminders system, appointments, and events schedules, ensuring diaries are always up to date with meetings, appointments, and contact details.
- To manage and coordinate meetings and events, including follow-ups, collating, and distributing reference materials, venue hire, hospitality bookings, coordination of risk assessments and where required, travel and accommodation arrangements.
- To manage document control staff in the Projects and Estates Development Team including setting tasks and deadlines, coordinating workload, and providing support where necessary.
- Produce purchase orders and payment requests as and when required, and to manage the sections purchasing card(s), requesting, completing, and submitting card statements accurately and on time.
- Respond to student and staff queries, providing a high-quality customer service via email, phone and face to face ensuring that any required action is taken in a timely manner and to the highest standards
- Attend and minute meetings as required. This includes setting the agenda, organisation of the meeting, the taking of minutes and circulating papers and reports as necessary.
- To effectively manage SharePoint filing system for the team, filing and retrieving documents and reference materials and ensuring all documents are up-to-date and the system is transparent and easy to use.
- Financial administration, including maintaining records, compliant procurement of goods and services along with the processing of any expenses.
- Raise purchase and sales orders
- Responsible for meeting room bookings, configuration and set-up including
- Provide support for special projects as directed by the Director.
- Take part in the organisation of staff appointment processes via Stonefish and liaising with external agencies.
- Administer and track all department annual leave and sickness records
The Person:
You will have previous PA/Admin experience t include minute-taking and excellent MS word knowledge. Exposure to some financial administration to include raisin PO’s and processing invoices will be extremely desirable and you will ideally will have worked on projects in the past. The ideal candidate would come from an education background, but more importantly the right person will have first class communication skills, be a true team player and have a real desire to add value.
In return you will get to join a great team who really support each other, the role offers great career development and over time can offer the opportunity to take professional course to support your development within the role/organisation.
Salary up to £37,000
Hybrid working 3days in the office 2 from home
Excellent benefits
