Position Summary: The Team Assistant is a dual role, assisting the corporate services team, including reception, front of house, and support to the senior managing director(s) and/or managing director(s). Assisting the office manager & operations team, to ensure smooth running of the office. Reception Duties:
Answer, transfer, and forward all incoming phone calls. Take accurate telephone messages, ensuring they reach the recipient in a timely manner.
Manage reception outlook inbox & calendar thoroughly, keeping changes up to date and sharing with office manager to ensure accurate information, problem solving, and arranging bookings when meetings overrun.
Schedule meeting room requests and arrange refreshments and any additional AV equipment. Tidy up after meetings and ensure rooms are prepared for future meetings.
Proactively attentive when it comes to meeting room schedule to avoid conflict of other staff who have booked rooms.
Meet and greet all guests/visitors ensuring all are offered refreshments and escorted to the meeting room.
For large meetings, trainings, find out the requirements from the meeting owner (catering/room set up).
Keep reception, meeting rooms and other reception waiting areas orderly.
Manage all incoming deliveries, ensuring they are dealt with promptly and correctly including faxes, parcels, and express courier packages.
Preparing and arranging courier services (national and international)
Conduct regular checks throughout the office and highlight any facilities issues to the office manager.
Provide administrative support to assigned SMDs/MDs
Arrange international travel arrangements (flights, hotels, transfers, visas etc…)
Expense preparation, submission, and tracking
Provide administrative support as and when needed to the office admin team
Responsible for meetings with internal and external clients (lunches, presentations, liaison with IT, etc…)
Assist with office-related matters, overall administrative assistance, including PA cover
Experience and skills:
Previous experience in a professional services environment
Minimum of three years experience in a similar position
Associate’s level (or two year) degree or similar apprenticeship
Excellent professional written and verbal communication in English
Professional level knowledge of MS Office – Outlook, Word, Excel, PowerPoint
Proven skills in typing and business correspondence
Excellent planning and organizational skills
Ability to prioritize and multi-task
Able to cope well with time constraints and work under pressure
Understand and manage multiple time zones
Personal Attributes :
Organized and meticulous
Proactive, dedicated to meeting deadlines and able to manage stress
Resourceful and willing to actively develop knowledge of the business
Smart appearance, well-presented and always professional
Possesses mature demeanor and positive attitude, as well as discretion and sensitivity when dealing with the partner group
Possesses cultural awareness and sensitivity
Willingness to commit to and align with company culture and values
Employee Status: Temporary
Payroll Expense Type: Infrastructure (Non-billable)
Citizenship Status Accepted: Not Applicable
Job Family/Level: Administrative Operations Level 1