Personal Assistant

Role Profile – Personal Assistant

Working at Muse

Muse is a leading UK mixed-use and urban regeneration developer, with a range of major commercial and residential schemes across the country.

We use collaboration, experience and creativity to transform places and make communities better.

Working on the ground, with our partners and within communities, we create beautiful, mixed-use, sustainable places for people.

We’re the Mixed Use Partnerships division of Morgan Sindall Group plc – the Partnerships, Fit Out and Construction Services Group, operating in the public, regulated and private sectors.

Learn more about Muse here: https://museplaces.com/

Key responsibilities

Secretarial

• Support Head of Residential, NH&P Director, and Head of Social Value and Sustainability.

• Proactive diary management (multiple calendars) & organisational support.

• Document preparation and collation including letters, agendas, board reports, meeting papers and checklists to deadlines.

• Document management (paper archiving and electronic copies), co-ordination of execution of legal documents, and maintenance of up-to-date library of completed documents.

• Keeping databases and budget & costs trackers updated on behalf of the project and development teams, including some CRM work.

• Advance booking of travel and accommodation, ensuring cost-effective bookings in line with the company policies.

• Processing expense / mileage claims using online expenses management system.

• Preparation of PowerPoint presentations according to brand guidelines and company templates.

• Inbox management and some responding to emails on behalf of the team.

• Keeping contacts updated and filed accordingly, including central contacts database.

• Supporting incoming queries, sourcing solutions or responding with holding messages in the team’s absence.

• Managing incoming and outgoing post for the team.

• Managing professional subscriptions.

• Typing, scanning, binding, filing and other administrative duties.

• Setting up and maintenance of SharePoint and Teams for collaboration projects, including with external partners as needed.

• Assisting with IT queries and troubleshooting for the Team, including use of standard Office 365 apps

Meetings

• Organising internal and external meetings (virtual and in person), and booking meeting rooms.

• Set up in-house PowerPoint presentations.

• Attending meetings and recording minutes / actions as required.

Miscellaneous

• Working ‘one step ahead’ to provide efficient and proactive support for the team – including regular, proactive communication with Team members on new diary appointments and upcoming priorities.

• Be an ambassador for the company and Muse brand, by demonstrating the behaviours of professionalism, accuracy, efficiency, and courtesy and always acting in the best interests of the company.

• Supporting the Head of Social Value and Sustainability with coordinating events with Muse Charity partners.

• Respect confidentiality of documents and emails handled.

• Adhere to company policy with regards to time keeping, dress code and other key policies defined by HR and available on the Company intranet or Company handbook.

• Seek and promote better ways of working – to work ‘smarter’ and pass on new knowledge e.g. IT or admin related to improve efficiency within the team when necessary.

• Accept and embrace change as an integral part of the role.

• Prioritise work effectively to ensure efficient support is provided to the team.

• Acting as brand champion when producing all Muse correspondence, bids and documents.

• Ad hoc event organising when required for Company/team and business networking events.

• Liaison with all regional offices on meetings and problem solving.

• Potential First Aider, Fire Warden and colleague wellbeing opportunities (subject to necessary training).