Personal Assistant Full Time

Job Summary

Responsible for efficiently and effectively completing all administration management and providing full Executive Assistant services to three Managing Directors across Strategy and Talent. Delivering a consistently high level of support and service to benefit key stakeholders, both externally and internally.

Key Responsibilities

• To provide administrative and diary support to three Managing Directors in Strategy and Talent: including diary management, prioritisation of simultaneous meeting requests, availability, travel, and expenses.
• Point of liaison to manage internal/external stakeholder calls, appointments and relevant committee meetings associated with the Managing Directors being supported.
• Close coordination with other Personal Assistants and Business Planning Managers across the Strategy and Talent function to ensure appropriate cascade of updates and information.
• Collation of all relevant papers/documents in advance of meetings to be circulated appropriately when required.
• Ensure effective communication, discretion and confidentiality is always maintained especially where delegated authority to sensitive information has been granted.
• General on-site and in-person administrative duties as required; arranging building passes/floor access, desk and locker allocation, business cards, booking meetings, arranging meeting rooms with refreshments, handling mail, photocopying, scanning and re-assignment of document production where large volumes are required.
• Supporting the preparation of sensitive and confidential material and information; including presentations, spreadsheets, papers, and other business-related documentation as required by the team.
• Prepare and process travel and expense claims in a timely manner to avoid late payment fees.

Skills And Experience

• Relevant work experience as Personal Assistant in a global, matrixed organisation.
• Comfortable dealing with multi-cultural and diverse teams, languages and time zones.
• Responsive and able to pay meticulous attention to detail (particularly in documentation).
• Good communication skills with strong command of English
• A team player who demonstrates good interpersonal skills with ability to prioritise workload and manage conflicting priorities.
• Able to multi-task and manage numerous deliverables effectively.
• Excellent organisational skills.
• High sense of urgency.

Qualifications

• Bachelor’s Degree / Graduate from a recognised university.
• Fluent in English