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Administration Assistant (some PA duties) Permanent

Page Personnel

Glasgow

Permanent

£25000 - £30000/annum

G23DH

Posted: 22/11/2022

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Currently recruiting for a Administration Assistant with some PA duties, based in Glasgow City Centre for a successful energy business.

Client Details

Successful energy business in Glasgow City with an overseas headquarters

Description

Make flight, train, car, restaurant, and hotel arrangements for staff as well as staff from other offices as requested, including online check in for Company President, and detailed schedule arrangement for VIP staff by communicating with other staff. Liaising with external service providers and oversea headquarters's team if necessary.
Prepare an entire schedule itinerary for an executive person who comes as a business trip by utilising Microsoft Word or Excel and keep posting any updates related to their stay such as above information.
Check counties' entry requirements for staff and business travellers from other countries and make sure they can safely enter / leave that country.
Update monthly schedule in line with the travel arrangement / holidays. Prepare and distribute weekly schedule.
Make arrangements for internal & external meetings including meeting room booking, liaising with external participants, sending diary invites, informing reception about guest's arrival in advance, preparing refreshments/lunch, guest WIFI as required, tidying up the room after meetings.
Book conferences and arrange payment of conference fees as requested. Keep a record of conferences attended by staff.
Ensuring that the office runs efficiently and safely and in line with Company policies and procedures.
Manage contract with office related supplier (such as cleaning company, IT team in London, office stationary supplier etc) and keep office as proper working condition.
Collect and distribute post. Arrange courier & bike deliveries as requested.
Update presentation documents, print and bind as necessary.
(Register and) file all company documents, including NDA and service agreements. Keep an updated record of the filing system and documents in storage. Similar filing support for projects on ad-hoc basis.
Update and file company compliance spreadsheets.
Provide administrative support for expatriate staff as well as employees on business trips.
Prepare answers for administrative questions / requests which come regularly from the business head quarter's and obtain necessary approval / acknowledgement internally prior to completion.
Prepare other requests from overseas such as a self-checking, compliance, policy updates and any other requirements related to management.Profile

This role involves working as part of a team so good communication and time management skills are required.
Able to manage and plan workload effectively.
Excellent spoken & written English
A confident telephone manner
Proficiency in MS Office, particularly Excel, Word and PowerPoint
A knowledge of SAGE accounting system would be useful, but not essentialJob Offer

Full time, permanent role
Salary up to £30,000pa DOE
Required to be in the office 3-4 days a week, the day could change depending on business requirements

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