Personal Assistant

Location City of London
Job type Permanent
Salary Negotiable
Reference TOG-PA_1663239433

We are looking for a proactive, organised, and dynamic individual to assist the CFO/CTO by providing a comprehensive level of administrative and organisational support to ensure smooth and efficient running of day-to-day tasks; including (but not limited to) diary & inbox management, travel, meetings, projects, presentations etc.

This role will see you working independently, whilst also with a team of PAs and those within the Finance and Technology teams . You will get to learn the complex workings of a fast expanding business at an interesting period for The business

What you can expect as our PA

  • Co-ordinate & manage the fast-moving diary & agenda of both CFO/CTO , communicating changes quickly and efficiently to those involved, including collating and pre-circulating documents, organising meeting venues & zoom links when requested
  • Book & manage all travel arrangements for the CFO/CTO plus the wider Finance & Technology teams
  • Add/organise additional personal requirements e.g. appointments, collections, bill payments, travel etc.
  • Review and manage all email correspondence, categorise, prioritise and file in the appropriate manner
  • Handle the CFO/CTO's outgoing and incoming mail and ensuring that it is passed to the appropriate person, including organising couriers for important documents, responding on their behalf when necessary
  • Work closely with members of the Finance and Technology teams to ensure that the CFO/CTO are attending all necessary meetings and is prepared for the day/week/month ahead and aware of any changes/additional information
  • Monitor tasks of the CFO/CTO and ensure that work or specific action points are delivered to a specified deadline
  • Ensure that all annual reviews/probation reviews for teams are completed, and paperwork is filed with the People team in a timely manner
  • Managing SAP approval trays for CFO/CTO, ensuring all invoices are within budget or approved spend
  • Completing / tracking monthly expenses
  • Provide general administrative support including, preparing letters, formatting documents in word, filing documents efficiently and accurately, shredding confidential information and generally acting as effective conduit to the CFO/CTO
  • Meet and greet any guests, ensuring they're shown to the correct meeting room, offered refreshments, informed if CFO/CTO is running behind schedule
  • Ad hoc tasks throughout the week - always needing to be agile and flexible to see how the week pans out
  • Liaising with external suppliers on behalf of CFO/CTO
  • Dealing with confidential information and understanding how and when to use discretion
  • Organise team events as/when requested
  • Arranging weekly/monthly meetings for CFO/CTO and teams

We'd love to hear from you if you've got

  • Understanding of a property business desirable
  • Excellent communication skills
  • Confident working independently and as part of a team
  • Extensive experience of working as a PA to multiple directors
  • Excellent understanding of MS Office
  • Organised with a key eye for details
  • Ability to work to deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills and ability to build relationships across different departments
  • Able to take initiative when working independently

Get in touch to learn more about the vacancy and the salary

Guidant Global is acting as an Employment Agency on behalf of The Office Group in relation to this vacancy.