Personal Assistant

We at Rubix are currently looking for a Personal Assistant to join a dynamic property team.

Our client offer competitive packages and have a superb staff retention rate. The company also offers excellent career progression and the opportunity to work with some of the leading property professionals in the industry.

The Personal Assistant role will include the following responsibilities:
Personal Assistance;

  • Act as a gatekeeper and a true right hand
  • Diary management to include organisation of meetings and viewings
  • Email management
  • Organise all travel, itineraries and meetings
  • Document preparation to include audio/copy typing letters, memos, minutes, schedules
  • Filing/archiving, photocopying and confidential waste disposal
  • Presentations compilation using PowerPoint
  • Pitching documents – assist in drafting and collating pitching material
  • Maintain active and up to date social profile of Department Head
  • Manage extensive contact database
  • UHNWI client interaction
  • To be aware of current projects to ensure that the best possible service is provided to clients and other internal departments

Board Assistance:

  • Provide full administrative support to various internal boards as appropriate i.e. circulation of agendas and papers, taking minutes and distribution of said minutes
  • Assist in driving projects assigned to Department Head

Marketing & PR:

  • Assist with marketing (internet, production of printed details and advertising) and make bookings where required
  • Being familiar with the KF corporate /marketing templates
  • Business generation
  • Assist with mailings, events and pitching material

Accounts:

  • Monitor expenditure on a monthly basis and highlight any issues before they arise
  • Produce monthly snapshot of current position across all sales teams and statuses
  • Produce purchase orders and raise invoices
  • Process expense claims

HR Responsibilities:

  • Provide support where required on HR matters

Office Administration:

  • Maintenance of KF image
  • Archiving
  • Stationery ordering
  • Print room – name badges, business cards

Entertainment/Events:

  • Arrange team events where appropriate
  • Some client entertainment

To be a successful candidate you will need:

  • 5 years+ experience in a similar role
  • IT Skills
  • Advanced knowledge of Word
  • Mail Merge proficient
  • Basic knowledge of Excel
  • Basic knowledge of PowerPoint
  • Basic knowledge of Outlook
  • Audio -60wpm+

Particular aptitudes/skills required;

  • This position will ideally suit a self-motivated, well presented individual with a proven background in organisation and administration
  • Experience of working with UHNWIS
  • A positive, flexible, organised, pro-active hands-on individual is required for this role
  • Good standard of English grammar and spelling, exceptional attention to detail and takes pride in presentation of work
  • Ability to remain calm under pressure
  • This role would suit a strong communicator capable of influencing others successfully, with a professional and helpful manner and a genuine interest in property
  • Well presented with a clear speaking voice

Salary:

  • 42,000-45,0000

Interested? Please APPLY with your CV.

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Audley House, 13 Palace Street, London, SW1E 5HX