PA/Administrator 3 days a week Wed-Fri Job Share

Are you an experienced PA/Administrator now looking for 3 days a week? (Wednesday, Thursday and Friday 9-5.30) JOB SHARE ROLE

Role responsibilities and criteria

• Work closely with the Monday/Tuesday job share colleague to maintain effective handovers and working practices
• Phone coverage for assigned departmental personnel
• Maintain attendance tracking
• General office coordination including some reception cover, meeting and greeting visitors and contractors, and accepting deliveries
• Organise catering for internal meetings
• Ad hoc event planning
• Support key marketing events, usually 2/3 days working off-site with some travel (historically twice per year)
• Cover the office reception on a rota basis – normally 1 to 2 times per month
• Assist in calendar scheduling for assigned executives
• Create and submit expense reports in a timely manner for assigned executives
• Raise Purchase Orders and reconcile invoices
• Schedule requested meetings, conference and video calls
• Assist in planning events
• Establish and maintain strong working relationships with other PAs and Administrators
• Maintain office supplies as needed
• Maintain department specific contacts (customers, vendors, contractors…etc)
• Book travel arrangements and distribute itineraries for assigned executives
• General document management (filing, faxing, scanning, printing…etc)
• Proof read correspondence as requested
• Maintain a variety of reports as directed
• Compiling department specific materials and collateral as needed
• Special administrative projects as requested
• Ideally a graduate but not essential
• Proven ability to work in a high volume, fast-paced environment
• Ability to communicate effectively whether via verbal or written communications with all levels of the organization
• Possess high level of organization skills, flexibility, and strong attention to detail
• Good proofreading and grammatical skills
• Ability to work under pressure
• A highly reliable, personable, energetic, professional attitude; willingness to do what it takes to get the job done correctly and on time
• Advanced knowledge of Word and Excel is required