Senior PA to MD 22 views

Role Description 

We have an exciting opportunity for a highly experienced PA to Managing Director to join the Allianz business in London.  You will provide full PA support to a member of the Allianz Exec Team, supporting the efficient and effective administration of the department.  Responsibility for making sure business critical tasks are delivered on time, ensuring key stakeholders are kept updated and supporting the maintenance of excellent relationships both internally and externally.

This is a London based position where you will be required to come into the office at least 3 days a week, with flexibility around this to suit the MD’s diary.

Your role will include:

  • Manages the MD’s diary, ensuring all meetings are scheduled effectively, meeting papers available & diarised, room bookings in place, refreshments ordered and any venue / travel logistics arranged.
  • Provides full administrative support to the MD and office including inbox monitoring.
  • All office travel arrangements, managing post, booking couriers and taxis
  • Anticipates and fulfils the needs and requirements for the MD to be effectively prepared for meetings and conferences.
  • Attendance in Leadership meetings, minute taking and agenda drafting. Monthly collating and upload of papers for Leadership meeting.
  • Management & resolution of any IT issues on behalf of the MD, cultivating a strong working relationship with key onsite support contacts.
  • Ensures that regulatory requirements are met with regard to logging all external Gifts & Entertainment, seeking the necessary approval and managing incoming approvals on behalf of the MD.
  • Prepares and processes invoices for authorisation.
  • Gathers, prepares and submits expense claims on behalf of the MD.
  • Manage all approvals on behalf of the MD; ensuring items are inline with applicable policies before presenting for MD review & sign-off.
  • Working closely with the Business Manager and office as part of a tight-knit effective team, as well as providing support for other Senior Managers in the absence of their PAs to ensure work is covered appropriately.   Ensuring you bring pertinent issued to the MD’s attention.
  • Providing a front-facing service & making all arrangements for external visitors.
  • Inspire trust, both with the MD and the wider organisation by delivering on the above & handling confidential data on behalf of the MD in a sensitive manner.
  • Supporting the delivery of successful events when MD is in attendance, liaising with Event Manager to ensure MD’s needs are met. Briefing packs are supplied and meetings are confirmed
  • Work with Business Manager to co-ordinate all site visit and internal engagement activity for the MD; ensuring clear agenda, purpose and value driven from the time spent.
  • Oversight of complaints directed to the MD & update the MD as required
  • Personal taxes
  • Dealing with confidential HR matters as required
  • Maintaining Leadership team records for absence

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