PA & Team Assistant
other jobs Savills
Added before 45 Days
- England,London
- full-time
- Salary negotiable
Job Description:
Role Overview
The PA / Team Assistant will be working alongside the existing PA, providing full administrative support to 4 directors (3 Uk Investment Business Space, 1 UK Investment Development Funding) and the remaining fee earners within the Business Space Investment, Offices, Team. Our UK investment business space team is structured into sub divisions which include, portfolio and industrial and offices totalling 25. This role will be looking after our Offices team within this division, 9-10 people.
The successful candidate will be a good team player, with strong organizational and communication skills (both verbal and written), the ability to work under pressure and a willingness to learn.
They will have previous experience of working in a busy environment and be able to provide a high level of service to, and establish rapport with, clients, and Savills’ colleagues. A self-motivated individual, they will also be able to demonstrate reliability, flexibility, and initiative. This role will start as 5 days a week in the office, with a view to WFH on Fridays when suitable, in the future.
Key Responsibilities
• Diary management including internal and external meetings
• Travel and hotel bookings, UK and International
Dynamics
• Daily management of Dynamics data including; contacts, marketing lists etc.
• Raising instructions,
AML / Compliance
• Raise instructions on Dynamics according to regulations
• Liaise with the Savills compliance team, fee earner and Client for outstanding checks
• Ensure AML documents are saved in the appropriate files on the E-Drive
• Updating the team AML Tracker
• Creating TOB for the directors new instructions
• Creating fee invoices and arranging fee shares using Dynamics
MyPurchasing / Financial Tools
• Create and receipting PO numbers for external supplier invoices via MyPurchasing
• Tracking team costs and ensuring they are correct
My Expenses
• Completing expense claims for Director level only
• Rectifying discrepancies for expense claims
• Ensuring the relevant internal splits are allocated correctly
My HR
• Ensure all holiday and other leave records are maintained in MyHR for the team
• Encourage team members to keep all personal details in MyHR up to date
• Organise appraisal meetings for the team with their manager
• Ensure appraisals are completed on MyHR
Events
• Organising client and staff entertainment for the team & directors
• Ensure costs are split accordingly with internal departments
Divisional
• Financial tools super user and divisional rep
Other Support
• Updating and/or producing schedules, spreadsheets, presentations, reports, pitches and correspondence
• Dealing directly with clients, over the telephone, taking messages and face to face
• Proof reading & editing documents
• Schedule external support: e.g. couriers, training etc.• Sending and retrieving documents from the archiving system
• Exercise confidentiality and discretion at all times
• Using the healthcare system for directors when needed
• Working closely with IT to ensure all systems are functioning for the team
• Updating CV’s for directors after each job is complete
• Sending monthly marketing update emails on behalf of directors to clients
• Organising and managing working experience students
• Welcoming the new Grads and ensuring they have everything they require• Ask questions, interact, and discuss objectives and day to day work of your team
• Provide assistance to team members wherever possible
• Develop and maintain active communication both within your team and other teams
Human Resources and Compliance
• Ensure all information that needs to be submitted to HR is done in a timely manner
• Maintain your personal details via MyHR
• Enhance your skill level by attending any required training
• Comply with the Savills Group IT Policy and Data Protection Act
Key Skills
• Intermediate/Advanced Microsoft Office knowledge incl. Powerpoint
• Excellent communicator
• Excellent time management skills
• Excellent attention to detail skills
• Good team player but also able to work on their own and use their own initiative
• Excellent organisational skills
• Ability to work under pressure
Team Overview
(3 Uk Investment Business Space, 1 UK Investment Development Funding) and the remaining fee earners within the Business Space Investment, Offices, Team. Our UK investment business space team is structured into sub divisions which include , portfolio and industrial and offices totalling 25. Looking after Offices team within this division, 9-10 people.
Find out more about Savills offer
Recruitment agencies
Savills only pay agency fees where we have a signed agreement in place and that agency has been previously contacted and directed by a member of our recruitment team. We do not pay agency fees when speculative and unsolicited CVs are submitted to Savills or any of our employees other than via our careers website and through our recruitment process. If this is not adhered to, agency fees will not be paid.
Submission of any unsolicited CVs or proposals to Savills will be deemed evidence of full and unlimited acceptance of this approach.
The PA / Team Assistant will be working alongside the existing PA, providing full administrative support to 4 directors (3 Uk Investment Business Space, 1 UK Investment Development Funding) and the remaining fee earners within the Business Space Investment, Offices, Team. Our UK investment business space team is structured into sub divisions which include, portfolio and industrial and offices totalling 25. This role will be looking after our Offices team within this division, 9-10 people.
The successful candidate will be a good team player, with strong organizational and communication skills (both verbal and written), the ability to work under pressure and a willingness to learn.
They will have previous experience of working in a busy environment and be able to provide a high level of service to, and establish rapport with, clients, and Savills’ colleagues. A self-motivated individual, they will also be able to demonstrate reliability, flexibility, and initiative. This role will start as 5 days a week in the office, with a view to WFH on Fridays when suitable, in the future.
Key Responsibilities
• Diary management including internal and external meetings
• Travel and hotel bookings, UK and International
Dynamics
• Daily management of Dynamics data including; contacts, marketing lists etc.
• Raising instructions,
AML / Compliance
• Raise instructions on Dynamics according to regulations
• Liaise with the Savills compliance team, fee earner and Client for outstanding checks
• Ensure AML documents are saved in the appropriate files on the E-Drive
• Updating the team AML Tracker
• Creating TOB for the directors new instructions
• Creating fee invoices and arranging fee shares using Dynamics
MyPurchasing / Financial Tools
• Create and receipting PO numbers for external supplier invoices via MyPurchasing
• Tracking team costs and ensuring they are correct
My Expenses
• Completing expense claims for Director level only
• Rectifying discrepancies for expense claims
• Ensuring the relevant internal splits are allocated correctly
My HR
• Ensure all holiday and other leave records are maintained in MyHR for the team
• Encourage team members to keep all personal details in MyHR up to date
• Organise appraisal meetings for the team with their manager
• Ensure appraisals are completed on MyHR
Events
• Organising client and staff entertainment for the team & directors
• Ensure costs are split accordingly with internal departments
Divisional
• Financial tools super user and divisional rep
Other Support
• Updating and/or producing schedules, spreadsheets, presentations, reports, pitches and correspondence
• Dealing directly with clients, over the telephone, taking messages and face to face
• Proof reading & editing documents
• Schedule external support: e.g. couriers, training etc.• Sending and retrieving documents from the archiving system
• Exercise confidentiality and discretion at all times
• Using the healthcare system for directors when needed
• Working closely with IT to ensure all systems are functioning for the team
• Updating CV’s for directors after each job is complete
• Sending monthly marketing update emails on behalf of directors to clients
• Organising and managing working experience students
• Welcoming the new Grads and ensuring they have everything they require• Ask questions, interact, and discuss objectives and day to day work of your team
• Provide assistance to team members wherever possible
• Develop and maintain active communication both within your team and other teams
Human Resources and Compliance
• Ensure all information that needs to be submitted to HR is done in a timely manner
• Maintain your personal details via MyHR
• Enhance your skill level by attending any required training
• Comply with the Savills Group IT Policy and Data Protection Act
Key Skills
• Intermediate/Advanced Microsoft Office knowledge incl. Powerpoint
• Excellent communicator
• Excellent time management skills
• Excellent attention to detail skills
• Good team player but also able to work on their own and use their own initiative
• Excellent organisational skills
• Ability to work under pressure
Team Overview
(3 Uk Investment Business Space, 1 UK Investment Development Funding) and the remaining fee earners within the Business Space Investment, Offices, Team. Our UK investment business space team is structured into sub divisions which include , portfolio and industrial and offices totalling 25. Looking after Offices team within this division, 9-10 people.
Find out more about Savills offer
Recruitment agencies
Savills only pay agency fees where we have a signed agreement in place and that agency has been previously contacted and directed by a member of our recruitment team. We do not pay agency fees when speculative and unsolicited CVs are submitted to Savills or any of our employees other than via our careers website and through our recruitment process. If this is not adhered to, agency fees will not be paid.
Submission of any unsolicited CVs or proposals to Savills will be deemed evidence of full and unlimited acceptance of this approach.
Job number 1557796