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PA & Team Assistant

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Savills

Aug 9

Applications are closed

  • Job
    Full-time
    Junior, Mid & Senior Level
  • London

Requirements

  • - Good team player with strong organizational and communication skills
  • - Ability to work under pressure with a willingness to learn
  • - Previous experience of working in a busy environment
  • - Ability to provide a high level of service and establish rapport with clients
  • - Self-motivated individual
  • - Demonstrate reliability, flexibility, and initiative
  • - Intermediate/Advanced Microsoft Office knowledge including PowerPoint
  • - Excellent communicator
  • - Excellent time management skills
  • - Excellent attention to detail skills
  • - Good team player but also able to work on their own and use their own initiative
  • - Excellent organizational skills
  • - Ability to work under pressure

Responsibilities

  • Diary management including internal and external meetings
  • Travel and hotel bookings, UK and International Dynamics
  • Daily management of Dynamics data including; contacts, marketing lists etc.
  • Raising instructions and looking at AML / Compliance
  • Raise instructions on Dynamics according to regulations
  • Liaise with the Savills compliance team, fee earner and Client for outstanding checks
  • Ensure AML documents are saved in the appropriate files on the E-Drive
  • Updating the team AML Tracker
  • Creating TOB for the directors new instructions
  • Creating fee invoices and arranging fee shares using Dynamics MyPurchasing / Financial Tools
  • Create and receipting PO numbers for external supplier invoices via MyPurchasing
  • Tracking team costs and ensuring all details are correct
  • Completing expense claims for Directors
  • Rectifying discrepancies for expense claims
  • Ensuring the relevant internal splits are allocated correctly
  • Ensure all holiday and other leave records are maintained in MyHR for the team
  • Encourage team members to keep all personal details in MyHR up to date
  • Organise appraisal meetings for the team with their manager
  • Ensure appraisals are completed on MyHR
  • Organising client and staff entertainment for the team & directors
  • Ensure costs are split accordingly with internal departments
  • Financial tools super user and divisional rep
  • Updating and/or producing schedules, spreadsheets, presentations, reports, pitches and correspondence
  • Dealing directly with clients, over the telephone, taking messages and face to face
  • Proof reading & editing documents
  • Schedule external support: e.g. couriers, training etc.
  • Sending and retrieving documents from the archiving system
  • Exercise confidentiality and discretion at all times
  • Using the healthcare system for directors when needed
  • Working closely with IT to ensure all systems are functioning for the team
  • Updating CV’s for directors after each job is complete
  • Sending monthly marketing update emails on behalf of directors to clients
  • Organising and managing working experience students
  • Welcoming the new Grads and ensuring they have everything they require
  • Ask questions, interact, and discuss objectives and day to day work of your team
  • Provide assistance to team members wherever possible
  • Develop and maintain active communication both within your team and other teams
  • Ensure all information that needs to be submitted to HR is done in a timely manner
  • Maintain your personal details via MyHR
  • Enhance your skill level by attending any required training
  • Comply with the Savills Group IT Policy and Data Protection Act

FAQs

What is the job title for this position?

The job title is PA & Team Assistant.

What team will this position be supporting?

This position will be supporting the UK Investment Business Space Team.

How many people will the PA/Team Assistant be supporting?

The PA/Team Assistant will be responsible for supporting a team of 9 people, which includes 4 directors.

What are the key responsibilities of this role?

Key responsibilities include diary management, travel bookings, managing compliance and AML documentation, raising invoices, organizing team appraisals, and client entertainment.

What are the expected working hours for this role?

This role is expected to start as 5 days a week in the office, with a view to working from home on Fridays when suitable in the future.

What qualifications are required for this position?

The successful candidate should have strong organizational and communication skills, previous experience in a busy environment, and proficiency in Microsoft Office.

Is experience in handling financial tools required?

Yes, experience with financial tools like Dynamics and MyPurchasing is required, as the role involves creating invoices and managing expenses.

What type of environment does the work require?

The role requires a busy environment and the ability to work under pressure while providing a high level of service to clients.

Who will the successful candidate report to?

The successful candidate will work alongside a more senior PA supporting the same department.

Is there a possibility for career advancement in this role?

Yes, the role offers opportunities for skill enhancement and career development within the organization.

What is the job location for this position?

The job location is at Margaret Street, London.

Are there any expectations regarding team collaboration?

Yes, the PA/Team Assistant is expected to be a good team player and to provide assistance to team members wherever possible.

Who can interested candidates contact for more information?

Interested candidates can contact Ifra Ahmed, Talent Partner - Business Operations.

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Savills

Global leading commercial, residential & rural real estate service provider. Established in 1855, with over 600 offices.

Real Estate
Industry
10,001+
Employees
1855
Founded Year

Mission & Purpose

Savills is a global real estate services provider with a network of more than 39,000 people in over 600 offices across the Americas, Europe, Asia Pacific, Africa and the Middle East. A FTSE 250 company (LON: SVS) headquartered in London, Savills advises corporate, institutional and private clients who are seeking to acquire, lease, develop or realise the value of residential and commercial property in the world's key locations.

Benefits

  • Death in Service

  • SIPP

  • Performance Bonus

  • Pension Plan

  • Health Insurance

  • Health Cash Plan

  • Critical Illness Cover

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