We have an exciting opportunity for someone who would thrive on providing a traditional PA service to 3 directors for this well established professional organisation.
We are looking for an organised individual with excellent attention to detail. You will have experience of prioritising your workload in a fast-paced environment and the ability to adapt to changing priorities.
Assisting the Partners with day-to-day administration. The role will be varied with exposure to various
business functions including marketing, accounts, business development and job file administration.
You will be articulate, presentable, professional, and personable in your approach, having an awareness of what needs to be done rather than simply doing the tasks put in front of you.
Tasks Include:
- Effective management of diaries, as required. This may include booking of meetings and appointments, as well as organising associated rooms and /or accommodation, catering, travel and proactive preparation of any necessary documents etc.
- Typing of letters and other documentation and completing forms on behalf of the Partners and issuing as instructed.
- Completing ad hoc duties as required by the Directors quickly and effectively.
- Entry of invoices and staff expenses into the accounts system. (Full training provided, no previous experience is necessary. However, accuracy when entering data is essential).
- Process mid-month pay run.
- Prepare monthly payroll, liaising with payroll bureau as required.
- Weekly bank reconciliation.
- Credit control, including chasing clients for outstanding payments via telephone and email.
- Monthly company credit card reconciliation.
- Assisting with marketing activities including updating of the company website with provided content, social media, formatting of company documents to ensure they are in line with company brand guidelines and other marketing ad hoc activities as and when required.
- Support Partners with recruitment of new staff, including arranging interviews, pre-employment documents, IT equipment and system access, mobile phone, PPE, equipment and workwear. Lead on induction.
- Be involved in the preparation of fee proposals, monitoring tender portals and completion of tender documents.
- Prepare and circulate documents for the quarterly Board and Strategy meetings. Attend meetings, take minutes and circulate in a timely manner.
- Support the Partners with the administration of Health and Safety processes.
- Organisation of company events, including quarterly staff meetings and Christmas Party.
- Answering telephone and passing on telephone messages.
- Entry of job information into the business management system. Updating and managing the workflows within the company system.
- Tracking of daily deliverables as required.
Key Skills:
- A self-starter with drive, enthusiasm, commitment to delivering a quality service and the ambition to succeed and progress within the business.
- Competent user of IT and Microsoft applications.
- Excellent written and verbal communication skills.
- Ability to effectively manage a varied and busy workload.
- Proactive.
- Personable and friendly.
- Accurate and precise.
- Remains calm under pressure.
- Acts with professionalism and discretion.
Benefits:
- A competitive salary
- 25 days holiday plus bank holidays
- Free Parking
- Regular social work events
- A nice working environment
- Length of service package, details will be shared during interview process.