PA Secretary

Full job description

Our client are a highly successful property investment business. The role is a pivotal role within a project team working on their residential portfolio. The successful candidate will be responsible in providing day-to-day secretarial and administrative support to the Executive Director and their direct reports. The role also includes a diverse range of project-based work, providing coordination, forward planning, and support across all aspects of the project

This role requires a self-sufficient, reliable, and flexible candidate who can work well under pressure, is an excellent communicator, extremely well organised with an ability to pay close attention to detail, and a willingness and ability to take responsibility and ownership of actions to help the team.

The role is a rewarding and busy one so requires a person that can operate under their own steam, is fun, energetic, and confident with a real can-do attitude in an exciting team

What You’Ll Do

Pro-active approach to diary management: a key aspect of this role is diary management, to co-ordinate busy and ever-moving schedules. Understanding busy periods and actively helping to prioritise time and diary commitments e.g. Through understanding and suggesting what can be delegated to whom, keeping track of events, and keeping daily meetings to time. Diaries are often back-to-back, so anticipation of meetings over running is necessary.

Planning: the candidate should think about and anticipate preparation for any upcoming meetings well in advance, understanding the cycle of work throughout the year. From time to time they will also assist with event management, from team events to study trips, which can include international travel.

Highly organised: maintaining up to date filing, understanding key documents produced throughout the year, and through proactive assembly without request of all relevant meeting papers.

Meetings and communications: attendance at meetings as required, minuting, taking down and tracking of key actions, keeping the teams' actions on track.

Team spirit and relationship building: energetic team player, helping to provide holiday cover etc., contributing towards a positive environment and great team spirit, developing a great relationship with the team, other key contacts throughout the business and key external stakeholders. We work with many external contractors within the built environment, construction, project managers, architects etc. The candidate will be the trusted go-to person within their team and the gatekeeper for our external project partners.

Presentations: assistance with presentations, reports, and agendas.

Admin: travel, management of po’s/expenses, updating contacts, holiday tracking and general administration. Be the point of contact and gatekeeper. Booking of meeting rooms liaise with project hub coordinator to ensure team are setup when on-site. Arrange signatories for incoming documents and contracts, ensuring they are uploaded onto system and processed in a timely manner.

Project coordination: assist the development director with forward planning, the preparation of quarterly reports for Southwark council and other team meetings. To coordinate and support team with projects. Taking actions when required. Ensuring good communication across departments to enable the development team to prioritise projects.

About You

• Experience of working in a similar secretarial/admin role ideally within a Property enviroment

• Must be able to self-manage and prioritise own workload to meet tight deadlines.

• Flexibility - must be able to deal with different levels of workload.

• Must possess good numeracy skills.

• Will have good written and oral communication skills.

• Must have excellent attention to detail and accuracy.

• A good team player.

• Will be able to take ownership & anticipate/forward plan line managers’ time.

• Must have awareness of and ability to maintain confidentiality.

• Must have advanced knowledge of Outlook and PowerPoint.

• Must want to get more involved and learn more about the Company.

• Experience with CRM systems is beneficial.

• Available to work in the office and on-site for the majority of each week