£35,000 - £44,000 depending on experience
I am recruiting for an experienced Team Assistant/Team PA to join the tax division of a Global Real Estate Investment firm. The role is supporting 3 Senior Executives and involves a lot of international diary and travel management so you will need to be highly organised and used to setting up and managing meetings over different time zones.
Responsibilities will include:
Travel arrangements for team members and. Actively manage the teams travel - make sure taxis are booked, be aware of flight departures and delays, checking in etc.
Management of expense claims for team members - accuracy and time management is key. Stay on top of the expenses process and inform the team of deadlines etc.
Diary Management for team members
Setting up and coordination of meetings, including room bookings, catering, equipment, transport - makes sure all details are covered and accurate
Comfortable with setting up meetings over different time zones
Recording and forwarding urgent / important matters for members while team members are travelling/ busy
Assisting with setting up of conference calls - check that dial in details are accurate and in the calendar entry where necessary
Arrangement of all the logistics/co-ordination of team-specific activities
Maintenance of up-to-date contact lists for self & team members
Answering telephone calls for both team members as appropriate
Maintaining up to date filing system, including archiving off-site where appropriate/agreed; logging files on central filing system in line with Company policy.
Cover and general assistance to the Executive Assistant where required
(i.e. helping with organisation of events/conferences/memos/updating and recording investor information etc).
General Office Duties:
Reception cover where required (1 hour once a week)
Share (together with Assistants' pool) of general office tasks
Other duties as reasonably required
Secretarial qualification preferred but not essential
Must have a min. of three years of experiences in a professional service environment as a team assistant.
Real estate knowledge preferred but not essential
Intermediate to Advanced in Word, Excel, Powerpoint and Outlook
Knowledge of a second European language a plus
The ability to pick things up quickly and then action them accurately and efficiently will be key to the success of the person in this role.
Excellent time management skills
Must be a self-starter
Actively seek to manage
Excellent attention to detail
Ability to multi-task
Hard working with a can-do attitude
A strong team player
- "team assistant" OR "team PA"
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