Job Description
ISS provide workplace and administration services to prestigious clients across London. We are seeking an experienced Personal Assistant to be based at a global financial services business situated in the heart of the West End.
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In this position you will act as an ambassador for both our client & ISS Livv Workplace. You will be supporting a diverse senior leadership team with duties including complex diary management, international travel arrangements, visa applications and expense management.
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The role will be based in the London HQ at their stunning offices and will suit someone who enjoys a fast paced and varied role.
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Key Responsibilities & Tasks
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* Managing ever changing and complex calendars using Outlook Scheduler for a dedicated client teams including preparation of meeting material
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* Manage incoming calls and respond to ad hoc requests in a timely manner
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* Undertake research and work on other special projects as assigned by the Manager
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* Contact management: maintaining contacts in a consistent format - proactively organising and maintaining a good information retrieval system
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* Set up international conference calls and meetings: To efficiently prepare all meetings and ensure the Managers are fully briefed for all meetings with the relevant correspondence/paperwork. Open up conference call and VC using WebEx platform and ensure meeting rooms are prepared ahead of schedule
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* Complete coordination of travel bookings: flights, trains, visas and hotel accommodation. Ensuring that the traveller has all relevant information required such as: Comprehensive travel/meeting itineraries, hotel and flight confirmations, taxi bookings, up-to-date travel information using the online booking tool or direct with the firms’ travel agent
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* To own the expense process as required. To include submitting expenses through the firm’s Concur system
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* General administration duties to include photocopying, filing, scanning, mailings, devising and maintaining office systems etc
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* Providing administration support to other Teams during absence
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Experience & Traits
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* Excellent attention to detail Strong communication skills, both verbal and written
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* Ability to prioritise tasks and heavy workload
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* Proven ability to work effectively with Senior Executives in a professional manner
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* Highly organised with excellent time management skills; good follow up and coordination skills
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* Experience of working in a fast-paced environment Proactively planning schedules and itineraries considering multi-time zones, conflicting calendars etc.
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* Ability to reconcile AMEX and FX differences Advanced-level skills in Microsoft Outlook, Word and Excel Knowledge of Concur and CRM preferable but not essential Health and Safety in the workplace understanding
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The ideal candidate will have relevant administrstion experience and ideally have experience working within a corporate office environment.
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Working for ISS will mean you are part of a company who are passionate about service and the people who work for us are at the heart of our business. We offer an excellent salary; benefit package and we pride ourselves on our friendly and vibrant culture.
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