Fitzroy Looking for Personal assistant at Kolkata, West Bengal Full Time

Job Summary

• Organise, support and manage the demands of the management team within agreed deadlines, maintaining the required level of confidentiality and discretion at all times and ensuring time is utilised effectively.

• Identify business needs for the management team pre-empting requirements.

• Administer extensive diary management which includes arranging international meetings, internal and external meetings including the prioritisation of conflicting meetings.

• Organise offshore and onshore site visits.

• Create multiple destination itineraries for domestic and international travel, including Visa applications (providing out of hours’ assistance as and when required).

• Organise expense claims.

• Prepare reports, presentations and other communications on behalf of the management team ensuring work is well presented and completed with a high degree of accuracy.

• Review and monitor the monthly travel costs

• Manage travel of management personnel

• Administer ways of consistently saving costs.

• Administer the on boarding of personnel – planning office space, car parking space, IT equipment access as applicable.

• Responsible for informing Office Services of any changes to the master office plan for your area

• Control the onboarding and Projects inductions of new starts (staff and ltd company contractors)

• Responsible for keeping the team distribution lists up to date

• Provide general day-to-day administration duties for the Directors and team

Responsibilities and Duties

• Experience of providing full personal assistant and secretarial service

• Proficient in use of all aspects of Microsoft Office with excellent typing skills

• Experienced in arranging national/international travel with complex itineraries

• Excellent interpersonal skills, including first-class telephone manner and professional approach to work

• Organisationally and administratively strong

• Self motivated, pro-active and adaptable

• Decisive and able to operate with autonomy

• Maintaining confidentiality

• Innovative in approach

• Capable of implementing and operating efficient document storage and retrieval systems

• Experience in searching electronic and hard-copy information sources and providing unbiased summaries of data

• Ability to interact with staff and stakeholders both internal and external, at all levels

• Excellent communication skills

Required Experience and Qualifications

• Experience of providing full personal assistant and secretarial service

• Proficient in use of all aspects of Microsoft Office with excellent typing skills

• Experienced in arranging national/international travel with complex itineraries

• Excellent interpersonal skills, including first-class telephone manner and professional approach to work

• Organisationally and administratively strong

• Self motivated, pro-active and adaptable

• Decisive and able to operate with autonomy

• Maintaining confidentiality

• Innovative in approach

• Capable of implementing and operating efficient document storage and retrieval systems

• Experience in searching electronic and hard-copy information sources and providing unbiased summaries of data

• Ability to interact with staff and stakeholders both internal and external, at all levels

• Excellent communication skills