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Corporate PA/Admin assistant |
|---|
Secretarial - PA Secretary |
in London City |
| Top City Corporate requires a confident and experienced PA. Working in a very busy department, you will be supporting around 6 people (2 partners). Would suit someone who is happy to carry out a wide variety of tasks as the role is split between general departmental administration and PA work. The successful candidate will also have a confident telephone manner as the role involves liaising with their overseas offices on a regular basis.
The Responsibilities PA/Secretarial duties &# *****; Full in-depth PA role &# *****; Copy and audio typing of letters, memos, reports, minutes, faxes and e-mails ensuring that all documents are typed accurately and to deadlines. Also includes pr4eparatin of slides, binding, spreadsheets etc. &# *****; Co-ordination and management of diary for Partner and Team &# *****; Telephone liaison, both internal and external (calls should be answered promptly in a friendly yet professional manner, taking detailed messages where appropriate) Must also screen calls and handle queries independently where appropriate. &# *****; Handle/sorting post and maintain Partners and Departments filing system. Handle couriers and collect items from post room. &# *****; Handle various other administration tasks required by the Partner and Team including arranging meetings, meeting and greeting clients and arranging lunches &# *****; Arrangement of all travel which is always in-dept including hotel reservations etc, involves liaising with overseas offices regularly &# *****; Input weekly timesheets (including diary notes) &# *****; Preparation and submission of all e-expense claims &# *****; Prepare all documents for billing purposes including fee documentation &# *****; Responsible for all administration work for the Partner and within the department - maintaining staff whereabouts details arching filing invoice administration general photocopying where appropriate including liaising with document production for bulk photocopying and printing/binding arranging of team social and monthly meetings look after department holiday planner and resources, ordering of any equipment e.g. phones, Amex cards etc. and up keep of all department records such a contacts lists and cascade system. &# *****; Actioning emails in partner and teams absence &# *****; Ensure stationery for the department is ordered and stock levels are maintained including special items, distributing these promptly &# *****; Personal work Administration duties &# *****; Responsible for all new joiner/leaver admin to department involving ordering of all IT equipment and logins, arranging telephones/voicemail with Siemens, desk allocation, arranging Outlook and floor access and introducing to department to ensure smooth arrivals to the department. Also responsible for making sure leaver IT equipment is returned. &# *****; First point of contact regarding any telephone queries / issues. Either solve on phone or arrange for a problem to be solved. Involved in requesting extensions / phones to be moved, setting up of voicemail distribution lists, setting up of accounts and solving any problems people may have with regards to Siemens &# *****; Responsible for the submission of CV's for department. &# *****; Assist in interview process for support staff |
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