Personal Assistant

Job Description

What you'll bring to the team

Contract Term: 12 month FTC

Location: London

We're on the look out for a Personal Assistant to join our Technology function on a 12 month FTC. This role is accountable for providing full, high-level support to SVP Delivery & Transformation across all administrative requirements

Confidentiality is fundamental in relation to sensitive information and documentation. The role will provide co-ordination support to the Delivery & Transformation team and is a vital part of driving and maintaining the Technology function.

Key Accountabilities

Calendar Management

• Successfully manage and co-ordinate calendars of SVP Delivery & Transformation, ensuring their time is used efficiently and effectively.
• Arrange meetings to ensure all commitments are met and schedules run smoothly across multiple time zones/locations.
• Act as the gatekeeper ensuring that their time is used effectively.
• Coordinate and manage internal and external meetings, including preparing and distributing relevant materials in advance.

Travel Management

• Support SVP in managing their travel whilst ensuring strict adherence to the T&E policy, ensuring travel plans are realistic, whilst optimising travel and logistics.
• Set up Vialto Visa requirements.

Expense Management

• Submit travel expenses timely and accurately in line with the finance policy and controls, working with Finance to resolve any issues.
• Process purchase orders in a timely and accurate manner for non-hub managed purchases, regularly reviewing them to ensure they’re progressing through the system with the correct approvals

Ad-Hoc Admin Support

• Coordination of events for suppliers and internal teams where necessary.
• Provide onboarding support for new joiners, ensuring successful integration into the business.

Qualifications & Experience

Experience

• Strong planning, organisation, and administration skills; highly organised and attention to detail.
• Experience in managing complex international travel arrangements.
• Excellent working knowledge of Microsoft office with Excel, Outlook, Word and PowerPoint.
• Excellent organisational skills (prioritising, diary management, record keeping, follow ups).
• Must be able to meet tight deadlines, manage conflicting priorities, effectively multi-task and work well under pressure in a fast paced, changing environment.
• Sound interpersonal skills with the ability to build and maintain relationships with stakeholders.
• Excellent communication skills both written and verbal including a good command of the English language.
• Ability to process sensitive and complex material, analyse and filter information into a presentable and logical format, whilst maintaining confidence.
• Proven ability to work independently and exercise good judgement in decision making.
• Ability to quickly build rapport with both internal and external stakeholders.
• A pro-active, self-starting approach.

Pay Range

Competitive