Business Support Administrator

Zoek Pin Edinburgh, Scotland

Permanent (Full time)

Recently Posted

Our central business support function has been specially designed to support our capabilities and Go-To-Markets with support to Partners and generally ensuring the smooth running of the team, allowing our Partners and Consultants to focus on client projects.

* Provide first class secretarial support to three partners within the Financial Services Go-to-Market team

* First point of contact for a wide range of personnel, providing support through a number of key activities listed below.

* Lone working but as part of a wider UK business support team remotely, the role requires someone friendly, approachable, confident with great communication skills, who is motivated and enthusiastic.

* Working closely with Partners, Consultants, external clients, and internal PA Functions the post is both secretarial and administrative.

* Full secretarial support to two/three Partners

* Diary Management - Organisation of complex diary and international travel arrangements across multiple time zones and complying with visa requirements. Liaising with both internal and external clients, including senior stakeholders across PA.

* Inbox Management - Reviewing incoming e-mails/phone calls and dealing with these appropriately, gate keeping when needed.

* Time Management - Manage and prioritise workload, acting on your initiative to complete tasks.

* Submission of expenses - ensuring these are submitted promptly complying with company policy.

* Support to the wider consultant team - booking rooms and visitors, catering and travel booking support (once able to return to the office).

* Support to client facing propositions and initiatives lead by the partners you will support such as arranging internal team meetings, promoting external client events, preparing documents, action taking/tracking and printing/binding documents.

* Provide ad hoc cover for team members during leave or sickness absence.

* Chasing down staff to ensure corporate deadlines met, ensuring internal budgets and policies are adhered to.

* Administration tasks including raising and receipting purchasing orders, dealing with leave queries and assisting with the new joiner process.

OFFICE MANAGEMENT DUTIES

* Ensuring the working environment is maintained to a high standard

* Main point of contact for Edinburgh staff with ad-hoc queries

* Dealing with new joiners and leavers to Edinburgh Office, organising passes, carrying out Health & Safety briefings

* Organising office meetings and team socials

* Liaison for the Edinburgh Office with the landlords managing agents on building matters and PAs Global Real Estate and Facilities Management teams

* Maintaining office stock, ordering stationery and marketing material

* Corporate Estate Duties, reviewing security manual, annual office data, carbon trust, AOC info, etc.

* Meeting and greeting clients and visitors: providing refreshments where necessary

* Managing Health and Safety in the office - Fire Warden and First Aider, assisting with Fire Risk Assessments and Health & Safety Reviews

* Collation of site environment, Health and Safety information to demonstrate compliance and allow calculation of site carbon footprint

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