PA to Managing Director UK Markets – 6 Month Contract

PA to Managing Director UK Markets – 6 month contract
London Westminster (UK)
Salary: £31,200 – £37,200

RICS is a professional body that accredits professionals within the land, property and construction sectors worldwide.

RICS now has an exciting opportunity for a fulltime PA/Secretary to the Managing Director on a fixed term 6 month contract. The ideal candidate will have 3 years + PA experience at Senior MD/Board Level. You are a fast learner, work independently and have a keen eye for accuracy and attention to detail. You will be able to build effective and strong relationships with others quickly and hit the ground running.

To main purpose of the role is to provide secretarial and administrative support to the Managing Director, UK Markets and his/her direct reports as required and perform the duties of Secretary to the UK & Ireland World Regional Board.

The Managing Director – UK Markets heads 200 staff operating in UK and Ireland with over 100,000 members. Their responsibilities are to develop and deliver an RICS strategy and business plan for the mature market of UK & Ireland to drive the adoption of standards and so realise financial and brand development goals.

Key PA/Secretarial Responsibilities:

* Proactively manage the Managing Director’s and other members of the team’s constantly changing diaries, ensuring the most effective use of time.
* Maintain a full and accurate record of all regular meetings/events/functions that Regional Managing Director will be attending both internally and externally including Boards, 1:1’s, annual Awards, team days, Key accounts and professional bodies and UK regional office visits.
* Act as first point of contact for internal and external clients and contacts via telephone (call Handling) and e-mail.
* Organise internal (using Restaurant Associates) and external meetings and events and all related logistics that may include teleconference and video conferencing details.
* Produce documents, presentations and correspondence to the RICS standards and house style / brand using the RICS Brand library where appropriate.
* Sort, screen and prioritise incoming email and mail, drafting responses to correspondence where appropriate and flagging key actions on behalf of the Director (when requested and appropriate)
* Proactively build and develop internal and external networks of contacts and build knowledge of key business matters in order to effectively identify and screen priorities.
* Anticipate team workloads and priorities in order to take ownership of internal and external queries and to proactively respond/action.
* Proven secretarial skills, 3 years + PA experience working at senior director level.
Excellent co-ordination and prioritisation of work.
* Well organised and proficient in diary management.
* Ability to act quickly and accurately under pressure.
* Numerate and accurate typist.
* Good communicator – both verbally and in writing.
* Excellent interpersonal skills.
* Experience of minute taking and preparation of papers for board meetings, etc.
* Confidence to act on behalf of Senior Management to achieve tasks efficiently.
* Strong IT skills including advanced PowerPoint, Word, Excel, Microsoft Outlook, Internet Explorer, Microsoft Dynamics CRM (preferable).

Secretary to the UK & Ireland World Regional Board Responsibilities:

* Organise logistics for the Board meetings/workshops including venue hire, travel arrangements via an external corporate travel provider, paper preparation and distribution, Minutes of the meetings and expenses.
* All communication to the Board via email and management of in house on-line communities (Virtual community).
* To produce timely and accurate Minutes for each scheduled Board meeting held and to communicate these to the Board Members via email and the online community for any feedback.
* Manage the travel and RICS diary for the Chair of the UK & Ireland World Regional Board, coordinating this with the Managing Director UK & Ireland, the Presidential team and Executive team to establish effective cover for UK wide events.
* Actively monitor all expenses incurred for the UK & Ireland World Regional board events and Members to balance against allocated budget for the year, liaising with Director of Finance and Operations for confirmation.

By applying for this role, your details will be sent to Ortolan People, who are acting as consultants for the hiring company. Ortolan People are engaged to provide recruitment support in processing applications. We will endeavour to respond to all applicants within three working days. Occasionally for roles with a very high volume of applicants, this may not be possible.