Personal Assistant

Job description

Job Description

Assistant to PA

Responsibilities:

Arrangement & Monitoring of Business Travel:

- Liaising with agents re flights, trains (seating, check in, special services)

- Passports and visa requirements

- All scheduling of travel events

- Getting currency for trips

Administrative Duties:

- Organising and setting up conference calls

- Booking restaurants

- Processing business expenses and invoices (Also some personal expenses and invoices)

- Preparation of various documents including presentations and meeting agendas

- Researching news, articles, reports and company information

- Liaising with third party service providers

- Overseeing Health Insurance and admin

- Auctions – management and co-ordinating all auction activities

Office Duties:

- Co-ordinating task/ project lists of relevant functions within the business

- Keeping up to date with progress of tasks and feeding back timelines

- Ensuring enough time is scheduled for the diary to sign off and view tasks/ projects

- Taking minutes in meetings and feeding back to relevant people

- Liaising between departments to ensure requests are being followed up

Holidays:

- Co-ordinating and monitoring all the plans as directed

- Researching locations

- Booking hotels

- Planning flights

- Room plans, Menus, Activities, Family and Kids

Events:

- Liaising with Stylist and Press to keep abreast of all events – business, personal other to ensure all looks are prepared

Desired profile

Qualifications :

Key Skills and Experience Required

Previous PA experience

Advanced IT skills – Advanced Word, Excel and PowerPoint

Good communication skills

Ability to work to tight deadlines and under pressure

Adaptability and flexibility

Punctuality and professionalism

Meticulous organisation

Discretion/confidentiality

Excellent phone manner

Flexibility – weekends or holidays work may be required during busy periods