PA/ Team Administrator Based in Battersea Salary 27,000 – 35,000 per annum Full time office-based role -Monday-Friday Mandarin and /or Cantonese language skills required Key Responsibilities The assistant will support not only the Head of International Business Department (HOD) but three directors Must maintain strict confidentiality in all dealings. Interact with Hong Kong assistants to arrange meeting times for London based HOD and directors and any other administrative matters required Manage HOD and 3 directors international travel schedules, arranging and booking international flights (or train travel) and accommodation. Organising any changes to the itinerary if needed while directors are travelling (this often happens and may be out of UK hours. Completing and submission of HOD and Director expense report in an accurate and timely manner (mainly travel expenses) Preparation, copying, collation, binding and distribution of committee papers and board papers for HOD and directors in a timely manner Liaise with other international assistants including Europe, Australia, NZ and Canada and Board members Monitor incoming mail and requests and ensure timely response of HOD and 3 directors Maintain an efficient and accurate filing system for the team both online and hard copy Plan, organise functions / meetings / conferences, catering when required Provide general secretarial duties including word processing, photocopying and facsimiles, document production and tracking system Provide assistance as required to visiting executives Verify and approve invoices via email or on Oracle.
Point of contact for any Office Management issues Full time office based role, hybrid working is not possible. Person Specification Advanced skills in Word 7.0, Powerpoint, Excel, MS Outlook. Typing Speed 70 – 80 wpm with an accuracy of 98%. Customer Service Previous experience in a secretarial/administration role dealing with Directors or Managers Cantonese/Mandarin, while not essential, would be a definite advantage Secretarial or relevant work experience Excellent organization and administrative skills Good time management and self organizational skills with an ability to multi-task and work to deadlines Excellent interpersonal and communications skills, both written and verbal, with experience of liaising confidently and effectively at all levels High degree of integrity and confidentiality Ability to present a professional and positive image of the department at all times, along with a high standard of accuracy and attention to detail Ability to work effectively in both a team environment and unsupervised