PA to Executive Directors

•	Providing full administrative and secretarial support to Chief People Officer and Chief Operating Officer
•	Complex diary management, using independent judgement to resolve conflicting appointments and maintaining protected time 
•	Dealing with mail, email, telephone calls and other matters on behalf of the designated Executives, discreetly and sensitively, maintaining confidentiality as needed and ensuring appropriate action is taken
•	Screening and distributing mail (including emails as required) drawing attention to urgent issues, preparing and sending, without reference, responses to routine correspondence and preparing for signature responses to non-routine correspondence
•	Dealing with any phone calls or visits from service users and staff, using initiative in determining the appropriate action to be taken and demonstrating an understanding of the appropriate priority
•	Acting proactively to organise and prioritise own workload, managing own time effectively 
•	Highlight actions for the designated Executive so they have time to complete the actions in a timely manner
•	Preparing papers for meetings and amending existing presentations within specified time frames, to enable adequate preparation for meetings by the Executive Directors
•	Researching, collating and providing accurate information from a variety of sources
•	Establishing and maintaining effective working relationships both internally at a senior and support level, and with external stakeholders
•	Arranging, organising and preparing for meetings, business visits and training courses: making travel arrangements including itinerary, hotel accommodation and catering arrangements as required
•	Attending meetings to take minutes/action notes, producing a clear and accurate record and distributing accurately and in a timely manner; proactively managing actions coming from meetings so that staff are aware of actions allocated to them and timescales to be met

Kingston Hospital NHS Foundation Trust

•	Diary management: coordinating calendars across multiple time zones
•	Arranging complex travel itineraries and obtaining visas, often at short notice
•	Organising restaurant bookings‚ taxi bookings‚ refreshments for meetings 
•	Collating receipts and compiling expense reports 
•	Screening calls and enquiries and responding to/forwarding emails as appropriate
•	Based at front of house desk, handling all incoming phone calls and greeting visitors
•	Working largely autonomously to handle all office management duties
•	Liaising with clients, board members and shareholders and staff in Washington and Dubai
•	Assisting with producing presentations for conferences and client proposals
•	Providing support to the team
•	Basic administration duties and ad-hoc requests
•	Managing supplier relationships including IT, telephones, mobile phones, cleaners, office supplies, couriers etc. 
•	Overseeing and taking responsibility for office equipment and supplies, ensuring adequate stock and placing orders
•	Managing all office accounts including invoicing, chasing payments, paying bills, bank reconciliations and completing VAT returns
•	Overseeing relationships with the bank and auditors
•	Controlling the budget and cashflow of the London office
•	Handling HR responsibilities, including recording holidays/sick days and coordinating company benefits
•	Managing the company’s legal obligations as a UK Visa Sponsor 
•	Assisting the Marketing team (based in head office in Washington) with brand management and producing promotional materials
•	Managing the administration of the London based database of key contacts and organising mailshots
•	Project managed company’s move to new offices, from sourcing the new premises to coordinating the refurbishment and installation of new phone and IT infrastructure, and arranging relocation of furniture, records and equipment

Taylor-DeJongh

Office Manager

•	Supported the Sponsorship & Display sales teams based in London and Dubai
•	Proofed all conference marketing brochures prior to printing
•	Liaised with producers and organisers on all conference logistics
•	Liaised with clients in months preceding events to ensure fulfilment of sponsorship
•	Attended events where possible to meet clients and assist where needed
•	Uploaded all online advertising to meed.com and meedprojects.com
•	Chased artwork for all Europe & US advertisers in MEED magazine
•	General support to new MEED Insight team
•	Assisted the Conference Sales Director with administration and diary management
•	Provided administrative support across all departments in MEED
•	Liaised with international offices and finance departments
•	Co-ordinated all travel arrangements
•	Invoiced for advertising and sponsorship
•	Controlled payments to editorial contributors
•	Managed all online advertising placement
•	Provided cover for production
•	Ordered stationery and arranged couriers
•	Kept the office tidy and running smoothly at all times

Ginny Hignett