Personal Assistant

Support a team of Development Managers and Project Managers with:

• Proactive diary management (multiple calendars) and organisational support

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

• Document management, including paper archiving and electronic copies, coordination of legal document execution, and maintenance of an up-to-date library

• Keeping scheme databases and budget and cost trackers updated on behalf of project and development teams

• Advance booking of travel and accommodation

• Processing expense and mileage claims using an online expenses management system

• Preparation of PowerPoint presentations in line with brand guidelines and company templates

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

• Maintaining and updating contact records, including the central contacts database

• Answering and fielding incoming calls on behalf of the team and taking detailed messages

• Supporting reception duties, including switchboard cover when required

• Managing incoming and outgoing post for the team

• Managing professional subscriptions

• Assisting with tracking CPD hours for the team

• Carrying out general administrative duties including typing, photocopying, scanning, binding and filing

• Setting up and maintaining Microsoft Teams for collaboration projects

• Facilitating document sharing with external organisations via OneDrive and Teams

• Assisting with IT queries and troubleshooting, including use of Microsoft 365 applications

• Organising internal and external meetings and booking meeting rooms

• Coordinating Microsoft Teams calls and meetings

• Setting up video conferencing equipment and supporting troubleshooting

• Preparing in-house PowerPoint presentations for meetings

• Attending meetings and taking minutes and 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

• 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)

Skills, knowledge and experience

Essential

• Strong working knowledge of Microsoft Office 365 suite (Outlook, Word, Excel, PowerPoint, Teams, OneDrive), including advanced formatting and collaboration tools

• Understanding of document management processes, version control, and electronic filing systems

• Knowledge of diary management across multiple stakeholders, including prioritisation and scheduling conflicts

• Familiarity with virtual collaboration platforms (Microsoft Teams, video conferencing tools) and meeting coordination

• Awareness of corporate administration procedures, including expense processing, travel booking, and meeting logistics

Desirable

• Knowledge of property / development sector processes

• Experience using document management systems

• Understanding of budget trackers and cost monitoring tools

• Excellent organisation and time management skills, with the ability to prioritise workload effectively

• Strong written and verbal communication skills, adaptable to different seniority levels

• Ability to multi-task and manage competing deadlines while maintaining accuracy

• Highly developed attention to detail, especially when preparing documents, reports, and presentations

• Strong problem-solving skills and ability to troubleshoot basic IT or administrative issues

• Ability to work autonomously and take ownership of tasks

• Proficiency in minute-taking and summarising key actions from meetings

• Confident handling of confidential and sensitive information

• Experience in producing and collating complex or lengthy documents

• Ability to create high-quality branded presentations

• Experience coordinating events or large meetings

Behaviours & Personal Attributes

Essential

• Proactive and forward-thinking approach; able to work “one step ahead”

• Professional, friendly, and approachable with a positive “can-do” attitude

• Ability to remain calm under pressure and adaptable in a fast-paced environment

• Strong team player, working collaboratively with PAs, reception, and wider teams

• High level of discretion and confidentiality

• Demonstrates initiative and continuous improvement mindset (seeking smarter ways of working)

• Professional brand ambassador, representing the organisation positively

Desirable

• Enthusiasm for learning and development, with a willingness to expand the role

• Interest in the organisation’s projects and portfolio

Experience

Essential

• Proven experience in a PA/support role

• Experience managing diaries, meetings, and communications for multiple stakeholders

• Experience handling office coordination tasks (calls, visitors, post, documentation)

Desirable

• Experience supporting senior leaders or executives

• Background in a property, construction, or professional services environment

• Experience working within multi-disciplinary teams or project environments

Summary Profile

The ideal candidate will be a highly organised, proactive, and adaptable Personal Assistant who can provide seamless support to multiple managers. They will demonstrate excellent communication skills, strong attention to detail, and the ability to manage competing priorities while always maintaining professionalism and confidentiality.