Personal Assistant
Personal Assistant
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Job Description
Wood Mackenzie is the global data and analytics business for the renewables energy and natural resources industries. Enhanced by technology. Enriched by human intelligence. In an ever-changing world companies and governments need reliable and actionable insight to lead the transition to a sustainable future. Thats why we cover the entire supply chain with unparalleled breadth and depth backed by over 50 years experience. Our team of over 2400 experts operating across 30 global locations are enabling customers decisions through real-time analytics consultancy events and thought leadership. Together we deliver the insight they need to separate risk from opportunity and make confident decisions when it matters most.
Wood Mackenzie Values
- Inclusive we succeed together
- Trusting we choose to trust each other
- Customer committed we put customers at the heart of our decisions
- Future Focused we accelerate change
- Curious we turn knowledge into action
Role Purpose
This is principally an office-based role which provides comprehensive PA support to a specific group of individuals whilst collaborating with colleagues to ensure a smooth service is provided to the business.
Main Responsibilities
- Provide personalised administrative support diary assistance and management for a small group of individuals (SVP or EVP)
- Organise complex travel and accommodation for team group and clients or visiting colleagues (including flights hotel bookings visas taxi bookings security office notification forms) as required
- Plan and organise internal and client meetings across multiple time zones. Liaise with external suppliers as required arrange meeting rooms refreshments equipment and catering whilst working to set budget restraints
- Ensure a quick and accurate response to internal and external queries in line with the complexity of the matter
- Organize events for team or clients
- Attend internal and external meetings as requested by stakeholders; collate and distribute meeting minutes or key actions as required
- Welcome client visitors creating a positive impression in support of the Wood Mackenzie brand
- Maintain confidential presentations records spreadsheets and databases (SharePoint/Hub)
- Process complex expense claims in a timely manner
- Set up and assist with conference calls
- Provide support for specific projects as required
- Train support and act in a mentor capacity to Administrators
- Work closely with other Personal Assistants and Administrators to ensure consistent and comprehensive support is provided to the business e.g. named cover is provided when absent from work
- Create process documentation and share knowledge and best practice with other Personal Assistants and Administrators
- Anticipate the administrative support requirements of the team being supported introduce systems and approaches which improve operational effectiveness
- Provide cover for other Personal Assistants Administrators and on occasion for Reception
- Any other duties as required of the role
About You
- Candidates should have experience providing PA level support for an individual or small team at a senior level
- Excellent organisational and time management skills whilst working to tight and challenging deadlines
- Good interpersonal skills and the ability to demonstrate initiative and progress current skillset
- Highly motivated flexible individual with a strong work ethic
- Must have excellent communication and organisational skills
- Must be a proactive thinker
- Advanced working knowledge of Microsoft Word Excel PowerPoint and Outlook
- Solid academic background or a PA/secretarial qualification
- Strong attention to detail
Expectations
- This role is office based and the successful candidate will be expected to work the majority of their working week from one of our offices
- Due to the nature of the role there may be a requirement to occasionally work outside of normal working hours
- This role is expected to be a full-time role
- As a key contact for all team members the candidate should be a great communicator with a proactive approach.
- The candidate should be comfortable working in an intensive environment where tight deadlines are a regular occurrence
- Excellent organization adaptability and prioritisation skills will be needed to succeed in this position
- The candidate should have a customer-orientated approach
Equal Opportunities
We are an equal opportunities employer. This means we are committed to recruiting the best people regardless of their race colour religion age sex national origin disability or protected veteran status. You can find out more about your rights under the law at
If you are applying for a role and have a physical or mental disability we will support you with your application or through the hiring process.
Employment Type
Full-Time
