Personal Assistant

Description

Workplace: White City London. Expectation is 1-2 days in the office. 

We connect with millions of people every day, make content they can't get enough of and reflect and shape the world we live in… and we do all this through the power of creativity. We are a digitally led entertainment and media company that creates and brings brilliant content to audiences, wherever, whenever and however they choose.

The role:

The Personal Assistant will be responsible for delivering full administrative and PA support to four directors within the technology function.

Key responsibilities:

Administrative and Correspondence Management

• Manage and handle a wide variety of internal and external correspondence and enquiries across mail, email, and telephone.
• Efficiently manage and screen incoming and outgoing telephone calls, ensuring messages are taken accurately and all communication is handled in a professional and diplomatic manner.
• Maintain a highly proficient, tidy, and organised filing system.
• Handle general document management tasks including photocopying, scanning, and faxing.

Diary, Travel, and Meeting Support

• Manage and maintain busy schedules, ensuring optimal use of time and skillfully balancing constantly changing diary commitments.
• Arrange and book all necessary travel logistics.
• Coordinate meeting rooms, set up conference calls, facilitate Google hangouts, and organise refreshments and presentation materials as required.

Financial and Departmental Support

• Process and submit expenses in a timely manner.
• Arrange purchase orders and meticulously track invoices and payments.
• Maintain the departmental holiday chart.
• Undertake a range of administrative and supportive tasks specific to the department.

Professionalism and Problem Solving

• Build and maintain reliable and trusting working relationships within the team, across internal departments, and with external clients.
• Take appropriate action on day-to-day issues, demonstrating strong problem-solving abilities.
• Maintain absolute confidentiality regarding all sensitive matters and discussions.

Minimum role criteria:

• Senior-level Personal Assistant (PA) experience.
• Proficiency in managing complex diaries.
• Excellent knowledge of Google Workspace with efficient typing skills.

The Key role criteria is as follows:

• Demonstrably strong communication skills, with the confidence and tact to liaise with a wide cross-section of senior level and external contacts, building good interpersonal relationships across the Client group
• Ability to successfully manage expectations in a fast paced environment
• Ability to maintain a clear perspective of the departmental priorities, to focus on relevant tasks and timeframes
• The ability to adapt and be flexible in accommodating short-term changing needs
• The ability to work independently using own initiative as well as forming part of a close-knit, established team
• Effective and proven organisational skills
• Assertive and confident with the ability to remain calm under pressure
• A track record of consistent performance and an excellent eye for detail

There may be a need to work late or extended hours according to business needs.