Personal Assistant

3 weeks ago

Bengaluru, India iCRC Full time

**Core Functions & Requirements**:

- Extensive and complex diary management across multiple time zones.
- Organise and coordinate meetings ensuring facilities and logistics are established. Prepare and distribute agendas and documents in good time. Take minutes, note actions and demonstrate, responsibility in seeing that actions are completed to an agreed timeframe.
- Provide Directors with relevant information required for all meetings (meeting content, travel directions, documents etc.)
- Manage tasks and queries on behalf of the Director(s) in a timely manner with the ability to establish priorities based on understanding of the business and strategy
- Demonstrate the necessary knowledge of WSP's systems and function as first point of contact for questions and where necessary redirect questions to the appropriate individual.
- Assist Directors with the completion of expenses, timesheets and absences.
- Responsible for booking UK and international travel, including visas, flights, accommodation, car hire using WSP’s approved Travel Provider
- Ensure all H&S paperwork requirements and PDRs are completed for Directors and team members.
- Liaise with the UK Administration Shared Service team to deliver marketing material, proposal documents, reports and presentations ensuring quality and consistency of output that meet WSP’s brand guidelines.
- Coach new or less experienced PAs and contribute to the development of the PA Network.
- Proactively contribute to ensuring a safe and healthy working environment.

**Qualifications and Work Experience**:

- Degree qualified
- Previous experience working as a PA or Executive Assistant, in delivering a high-quality business administration service in demanding and pressurised environments.
- Strong written and verbal communication skills.
- Professional Services / Consultancy / Engineering background is desired
- A desire to work in a fast-paced environment.
- Proven experience of coaching and mentoring others.
- Fully conversant to an advanced level in the complete Microsoft Suite including Outlook, Word, PowerPoint and Excel. Use of Microsoft Teams, One Note, One Drive is desirable.

The following skills are essential:

- Clear communicator
- Excellent attention to detail
- Ability to plan, problem solve and work independently
- Excellent organizational and time management
- Strong collaborator with the ability to create a strong effective network across the organisation and be a trusted team player.
- Ability to demonstrate discretion always
- Excellent organisation and interpersonal skills with the ability to meet deadlines.
- The ability and willingness to provide support and collaborate with other Personal Assistants and support staff during times of heavy workload and absences.

Behaviours & interpersonal skills
- Behaves in a way that is consistent with WSP’s values - with fairness, honesty and integrity.
- Maintains confidentiality at all times.
- Works well under pressure, self-reliant and able to use own initiative.
- Adaptability in adjusting to the allocated directors’ specific ways of working.
- Learns from experience and takes on board constructive feedback.

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