Personal Assistant

Support a team of Development Managers and Project Managers with:

• 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 scheme databases and budget & costs trackers updated on behalf of the project and development teams
• Advance booking of travel and accommodation
• 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.
• Answering and fielding of incoming calls on behalf of the team and taking detailed messages in their absence, including back up switchboard cover for Receptionist.
• Managing incoming and outgoing post for the team
• Managing professional subscriptions
• Assisting with tracking CPD hours for the team
• Typing, photocopying, scanning, binding, filing and other essential administrative duties
• Setting up and maintenance of Microsoft Teams for specific collaboration projects, and facilitating document sharing with external companies via One Drive and Teams
• Assisting with IT queries and troubleshooting for the Team, including use of standard Office 365 apps

Meetings

• Organising internal and external meetings, and booking of meeting rooms
• Arranging and coordination of Microsoft Teams calls and meetings
• Set up of equipment for video conferences including assistance with troubleshooting
• Set up of in-house Powerpoint presentations
• Attending meetings and taking 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 acting in the best interests of the company at all times
• Engage with internal company news & comms via Yammer
• Respect confidentiality
• Occasional meet and greet of visitors where Receptionist absent on lunchbreaks or running errands.
• Acting as brand champion when producing all Muse correspondence, bids and documents.
• 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
• Accept and embrace change as an integral part of the PA role
• 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.
• Prioritise work effectively to ensure efficient support is provided to the team.
• Ad hoc event organising when required for Company/team and business networking events
• Working as part of a team with Receptionist and other PAs in the office to ensure calls, visitors and colleague needs are covered where usual support staff colleague is absent.
• Liaison with other offices on meetings and problem solving
• Working in partnership with the Development / Project Management teams to achieve set objectives.
• Actively taking an interest in the company and its portfolio.
• Participation at regular PA and wider team meetings and keenness to improve and share best practice.
• Potential First Aider and Fire Warden opportunities (subject to necessary training)