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PA/Front of House/Facilities Manager - Private Equity

  • Location: London
  • Sector: Secretarial
  • Salary: £35000 - £50000 per annum
  • Job type: Contract/Interim/Temporary
  • Date posted: 15/07/2020
  • Job reference: AL2462/FPE

Sector: Private Equity

Position: PA/Front of House/Facilities Manager

Duration: 8-10 month contract covering maternity leave

Location: Mayfair, London

Working Hours:

Start date: September

Key responsibilities:

The "team" consists of the below:

  • General Counsel & Company Secretary
  • General Counsel EMEA & Assistant Company Secretary
  • PA to the above General Counsel's
  • 2 x Legal Counsel
  • PA to the above Legal Counsel (new candidate)

PA Duties:

The role is to support 2 x lawyers, and a tax advisor. Tax needs minimal support, whilst legal at times is hefty, organisational skills are key, and willingness to get their hands into anything asked.

  • Board packs - uploading to diligent/printing/binding hard copies
  • Printing and organising legal documents that need to be signed
  • Helping with the website
  • Helping with the maintenance of the internal company database and any data rooms
  • Preparing covering letters
  • Arranging calls/meetings
  • Assisting with PowerPoint presentations
  • Implementing comments on legal documents
  • Typing up minutes
  • Company Secretarial tasks
  • Booking travel/creating itineraries
  • IT - liaising with the external support provider to fix issues
  • Lunch/dinner reservations
  • Diary management
  • Inbox management
  • Filing - hard copies and electronically

Front of House duties

  • First point of contact for external guests and meetings
  • Making hot drinks for guests
  • In charge of the switchboard and screening all calls (a lot of cold calls received)

Kitchen management

  • Sainsburys shop - doing a weekly fruit/snack shop and distributing it between both kitchens
  • Nespresso order - coffee replenishment

Meeting room management

  • Setting up video conferences and linking them up with our global offices and external guests
  • Water bottles - fill up still/sparkling water bottles ready to go in the meeting rooms for the daily meetings

Stationary

  • Make sure all printers/photocopiers have paper in the cupboards and print trays
  • Stationary cupboards/paper order - keeping an eye on paper and stationary for both the east/west sides of the office

Daily duties

  • Newspapers - replenishing the newspapers delivered daily to both sides of the office
  • Fruit/nuts - replenishing fruit in both kitchens
  • Coffee machine - turning the coffee machines on
  • Post - distributing the post once it has been dropped off/taking the daily post to the building reception at the end of the day
  • Franking machine - franking the post and keeping the machine topped up with money
  • Courier - booking/signing for couriers

Monthly duties

  • Distribution of monthly CEO reports from divisions
  • Distribution of monthly legal reports from each business

Quarterly duties

  • Assisting the legal team with board/committee packs in advance of meetings in March, June, September and November
  • Distribution of quarterly Forecast packs from each division to the meeting attendees

Annual duties

  • Distribution of budget packs when received in advance of meetings in November
  • Assisting with the Results Presentation's in March and September and the setup of the Annual General Meeting (AGM) in May
  • Assisting the legal team with the Annual Report (January - March). This can be quite intense in terms of the speed of typing up grammatical changes to individual reports before it becomes a combined document

Essentials

Strong knowledge within Microsoft apps, everything we do is very document and PowerPoint based. Organisational skills are key, it's a very fast paced job and you are constantly flipping between showing meetings in, setting up video conferencing and running back to your desk to get a document done or arranging another meeting, knowing how to prioritise is a must. As you will be supporting lawyers who work on document heavy and sensitive matters, attention to detail is essential.

PowerPoint - experience within PowerPoint is essential, the job entails updating company structure charts and tax structure charts.

The successful candidate will have:

  • High level of energy, enthusiasm and personality.
  • Strong interespersonal and communication skills
  • Excellent PowerPoint skills
  • Flexible to work as part of a team of PA's
  • Take on Front of House and Facilities duties in addition to the PA responsibilities

Please send your CV for immediate consideration for this position

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