Our vacancies

Search Jobs  

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.

DST

This website is using cookies to improve your browsing experience. If you navigate to another page without changing the settings below you consent to this. Read more about cookies.