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Personal Assistant

  • Job reference DST/TP/17447/11207
  • Job type Full Time
  • Sector Administration and Operations
  • Location Brentwood
This vacancy has now expired.

Summary

An exciting and rare opportunity has arisen in our Brentwood Office. As a Personal Assistant at DST Systems you will be highly organised and provide exceptional administration support to 2 Senior Directors.

Package

  • 20 Days holiday (Pro-Rata and increasing by 1 day for every year's service up to a maximum of 25 days)
  • Contributory pension scheme
  • Life Assurance (4 x salary)
  • Single person healthcare
  • Flex benefits scheme

Main Responsibilities

Responsibilities of the Personal Assistant include

Proactively and confidentially managing diaries to ensure:

o Appointments/events are properly prepared for
o Documentation is available in advance
o Flag/manage future diary events where there may be contention in order to ensure sensible forward looking planning
o Acting as Administrator for the Essex Charity donations committee
Arranging meetings internally & externally which will include:
o Meeting room bookings across various locations
o Booking visitors in on site
o Video Conference & conference bookings
o Catering
o Arranging parking spaces at various office locations
o Preparing agendas
o Attendance at meetings and typing up minutes/action points
o Preparing action logs
o MI and attendance logs
o Distribution of papers and paper submissions collation
o Preparing presentation material/printing documents
o Client Tours
Monitoring the Director's e-mails:
o Red flagging emails for action
o Taking action on any emails that can be answered without Director input and delegating e-mails where appropriate
o Ensuring Director replies to emails in a timely fashion/to meet deadlines
o Sending emails on-behalf of the Director
Arranging travel:
o Booking flights, hotels, taxi, trains etc.
o Managing visa applications
o Preparing travel itineraries/packs
General office administration:
* Telephone support for Director
* Expenses - out of pocket and company credit card
* Arranging team offsites or town halls
* Booking of industry & market conferences
* Maintaining contact lists
* Updating and maintain policy documents / guides
* Stationery ordering
* Ordering business cards
* Ordering gifts as required along with any seasonal gifts to staff
* Assist Senior Director with personal paperwork and travel arrangements as and when required
* Provide holiday cover for other PA's within the business stream
* Other reasonable ad hoc tasks as directed

Ideal Candidate

  • Microsoft Office - Word, PowerPoint & Excel
  • Outlook 2010 - diary management
  • Planning and Organisational Skills
  • Flexible and adaptable approach
  • Strong communication skills
NANorth America
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EMEAEurope, The Middle East & Africa
APACAsia-Pacific

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