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Junior PA & Office Administrator

Location: London

To apply, please send your CV and a cover letter to jobs@stylus.com.

 

Key responsibilities    Required skills & qualifications    Apply now

 

We are recruiting for a Junior Personal Assistant (PA) to provide support to the Stylus senior management team (SMT) and work as part of our office management function. The role will involve coordinating meetings, diary management, administrative support, booking travel and accommodation, project support, receptionist duties and general office administration.

 

Key responsibilities

PA to Management Team

  • Support select members of the SMT with regards to their diary and travel - including arranging and coordinating internal and external meetings with an eye for efficiency; booking of travel, transport, accommodation and coordination of itineraries
  • Correspondence for the SMT - responding to queries or flagging them to the relevant Director should they need further attention
  • Manage team’s attendance at internal/external meetings with timely reminders

Administration support for Executive Office

  • Provision of secretarial assistance in the absence of the EA
  • Assist with diary management for Executive Office, including arranging and coordinating meetings for CEO and COO
  • Administrative and clerical support including filtering requests, preparing documents and correspondence, filing, scanning, responding to emails
  • Assist with confidential and ad hoc projects as required, ensuring Stylus client service standards are met
  • Maintain records and filing systems which may include confidential/sensitive information
  • Process and submit expenses for CEO and COO within a timely manner
  • Maintain discretion, integrity and confidentiality at all times respecting the confidential nature of the Executive Office

Office Administration support

  • Act as the first point of contact for external and internal contacts, dealing with routine enquiries from Stylus’ direct office line, screening calls, taking accurate messages and ensuring that they are passed on promptly
  • Act as Front of House for a wide range of visitors, entering visitors onto Skyvisitor log, greeting and directing and dealing with queries; maintaining security awareness and professionalism
  • Maintain meeting rooms, meeting room schedules, room set up; learn conference room equipment and provide support to those using these tools; arrange refreshments for meetings when required
  • Support office management with general offices duties, such as maintenance of office equipment and supplies, and dealing with any other general office related issues that arise for Stylus offices globally as directed by Global Office Manager and EA
  • Work with the Office Manager to identify and introduce new practices and procedures including Health & Safety to improve office efficiency
  • Collect and distribute post and send out all outgoing mail
  • Provide support and appropriate requirements/ arrangements for various Stylus events and functions
  • Perform other related projects and duties as requested for the smooth and efficient running of the offices

 

Required skills & qualifications

  • A minimum of 2 years’ experience in a relevant discipline and/or previous experience in a busy office environment
  • Experience of working across multiple teams
  • Exceptional organisation skills with the ability to prioritise workload and work under pressure
  • Problem solver with a ‘can do' attitude who is committed to supporting colleagues
  • Demonstrable ability to maintain client and staff confidentiality
  • Be well-presented, enthusiastic and friendly
  • Outstanding customer service skills, motivated to maintain this to a high standard
  • A very high standard of English, both written and spoken, with strong numeracy skills 
  • Strong computer skills - Outlook, Word, Excel, PowerPoint, SharePoint  
  • An interest in the innovation, creative and tech industries is an advantage
  • Some flexibility will be required with working hours as and when needed