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Personal Assistant

Please Note: The application deadline for this job has now passed.

Job Introduction

As part of the Property and Commercial Department, this is an exciting opportunity for a flexible, highly organised individual with excellent personal and communication skills to provide a varied support role to the Property and Commercial Department within IFDS. This busy role is an 80 / 20 split between administrative and hands on tasks to support the business

Role Responsibility

PA support to include but not limited to:

  • Proactively managing Director/direct reports diary
  • Proactively managing Director e-mails, red flags
  • Arranging meetings internally & externally which will include:
    • Liaising with external clients
    • Arrange meeting room bookings on-site and off-site
    • Arrange video conference & Phone conferences
    • Arrange catering on-site and off-site
    • Visitor net – Ensure visitors are booked into visitor system for reception
    • Arranging parking spaces at various office locations
  • Preparing agendas/presentation material/printing
  • Travel bookings including flight, hotels, taxis, and chauffeurs. Arranging visa applications, preparing travel itineraries. Compiling travel packs.
  • Expenses
  • Arranging team off-sites/social events
  • Maintain organisation charts for Property and Commercial
  • Stationery ordering/ordering business cards via DMD Stock Control
  • Implement/reinforce IFDS processes and procedures (StateStreet / Dominion Street / Taxi Policy) for PA’s to use ensure they are documented/training has been given/documents and how to guides are saved centrally.
  • Reconciliation of invoices – Ensure that all materials purchased are invoiced correctly and cross checked against the original purchase order for final sign off.
  • Data Input – Accurately/collating occupancy report, maintain teams attendance/sickness, collate information and produce statistical support information
  • Filing – Responsible for the administration of the departmental filing including both paper and electronic formats.
  • Insurance- help complete insurance renewal forms and liaises with the insurance broker with any queries, dealing with claims.
  • Minute taking- Capture and produce minutes from all meeting attended.
  • Framework- Have an understanding of how to check contracts on Framework.
  • Presentations/Documents- Produce and update presentations/documents Inc. Monthly Board reports
  • Liaise with Property agents / Rating agency / property lawyers
  • Executive Assistant Cover- provide ad hoc cover to the CFO when his executive assistant is on annual leave


The Ideal Candidate

  • Previous experience of providing PA support at a senior level within a corporate environment
  • Strong Outlook, Excel and Powerpoint experience
  • Very organised and self motivated.
  • Flexible approach with the ability to work unsupervised and as part of a team
  • Ability to multi task
  • Demonstrate discretion and maintain confidential information.
  • Previous experience of Facilities (desirable, not essential)

Pre-employment Screen

All offers of employment at IFDS are subject to a pre-employment screen, including 5 year employment history, proof of eligibility to work in the UK, proof of address, credit check and criminal record check.

Package Description

• Reference salary based on experience and in line with the ACE salary progression scheme

• 20 Days holiday (increasing by 1 day for every year’s service up to a maximum of 25 days)

• 6% non-contributory pension scheme

• Life Assurance (4 x salary)

• Single person healthcare

• flex benefits scheme

About the Company

International Financial Data Services (IFDS) is the leading supplier of third-party administration and IT services to European investment clients and their customers. Part of a global group and a joint venture between State Street Corporation and DST Systems, our business has grown ten-fold since inception in 1995 and continues with rapid growth today! We currently offer state of the art solutions across funds, retirement & insurance and investment platforms. We employ over 3400 staff across the UK, Ireland, Luxembourg, Thailand and India.


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