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Personal Assistant and Team Secretary

Personal Assistant and Team Secretary

  • Location

    London, England

  • Sector:

    Business Support

  • Job type:

    Permanent

  • Salary:

    £40000.00 - £50000.00 per annum

  • Contact:

    Megan Staines

  • Contact email:

    megan@doveandhawk.co.uk

  • Job ref:

    BBBH8399_1611240857

  • Published:

    6 months ago

  • Expiry date:

    2021-02-14

  • Startdate:

    ASAP

  • Consultant:

    #

Personal Assistant to Director and Team Secretary to Building Surveying Team - Prime Central London

My Client, a prestigious Property Management, Investment and Development firm are currently seeking a highly experienced Personal Assistant to join their stunning office in Prime Central London. Your principal role will be to provide secretarial and administrative support to the Director and the Building Surveying team.

This is an excellent opportunity to join a reputable and successful company that can provide excellent career progression. A minimum of 5 years PA/EA experience is required.

Duties and responsibilities:

  • To manage the Director's daily schedule, including planning of workload, diary management and emails. Alongside providing support for diary management of the building surveying team
  • Respond and advise on all enquiries for the Director and team
  • Ensure guests meeting with the Director and Building Surveyors are well looked after
  • Arrange appointments and meetings and keep Director updated on impending work deadlines
  • Service meetings, including preparation of meeting papers, obtaining and preparing briefing materials and presentations
  • Building strong relationships with all internal and external customers and suppliers
  • Submitting expense claims and organising travel for the Director
  • Plan and implement hospitality and event arrangements
  • Take dictation and minutes
  • Proof reading of emails, reports, newsletters for grammatical errors
  • Preparation of monthly board papers
  • Use and updating of computer-based Property Management systems - currently Horizon, 4Projects and Intranet
  • Maintaining legal documents and liaising with external consultants (lawyers, valuers)
  • Preparing 'authorities' for documents to be signed/transactions to be approved
  • Distribution of incoming post and ensuring outgoing post is franked and distributed to collection points
  • All daily admin duties including maintaining office stationery, printing property file copies, property management filing etc.
  • Co-ordinate inspections for dilapidations, measured surveys, party wall inspections and other building surveying related inspections
  • Point of contact for all meter, ratable value and EPC energy efficient queries
  • Working with accounts, to raise payment requests and get status of outstanding invoices
  • Prepare invoices for residential LTA and maintain commercial/residential LTA tracker
  • Address the issues relating to GDPR for the building surveying team
  • Formatting and circulating weekly planning applications list and development pipeline
  • Prepare draft Letter Licences
  • Schedule and prepare documentation for monthly AM/BS meetings

Skills and Knowledge Required:

  • A minimum of 5+ years' proven PA/Team Assistant experience
  • Property knowledge/understanding of property terms is desirable
  • Excellent use of Word, Excel, PowerPoint, and Audio typing
  • Fast typing speed
  • Excellent organisation skills and attention to detail
  • Proactive and anticipative
  • Exceptional communication and customer service skills
  • Demonstrating initiative, enthusiasm and a 'can do' attitude as well as adopting a flexible attitude to work
  • Analytical approach
  • Discretion and an understanding of confidentiality issues

Hours: 9.30am to 5.30pm Monday to Friday
Salary: £40,000 to £50,000 Dependant on Experience + Great Benefits

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