Administrative Assistant / PA

Location UK-Eton/Windsor


The Administrative Assistant will provide a full range of administrative support and office coordination responsibilities to the Director of Bids and the Sales Manager. You must be detail oriented; have a professional demeanor; strong organizational skills and the ability to manage multiple tasks and priorities in a fast-paced environment.


  • Complex diary management, scheduling meetings across a wide geographical range.
  • Phone coverage (screen and route) for assigned departmental personnel
  • Maintain attendance tracking
  • Assist in calendar scheduling for assigned executives
  • Support key marketing events, usually 2 to 3 days working off-site with some travel involved (historically 2 per year)
  • Create and submit expense reports in a timely manner for the assigned executive
  • Raise Purchase Orders and reconcile invoices
  • Schedule requested meetings, conference and video calls
  • Assist in planning InterSystems Events
  • Establish and maintain strong working relationships with other PAs and Administrators
  • Maintain office supplies as needed
  • Maintain department specific contacts (customers, vendors, contractors…etc)
  • Book travel arrangements and distribute itineraries for assigned executives
  • General document management (filing, faxing, scanning, printing…etc)
  • Proof read correspondence as requested
  • Maintain a variety of reports as directed
  • Organise catering for internal meetings
  • Compiling department specific materials and collateral as needed
  • Reception coverage on a rota basis
  • Distribute mailings
  • Provide administrative cover to different departments as needed
  • Inform manager of staff life events (birth, marriage…etc)
  • Special administrative projects as requested
  • Report general office maintenance needs to Facilities


  • Degree or relevant experience
  • Proven ability to work in a high volume, fast-paced environment
  • Ability to communicate effectively whether via verbal or written communications with all levels of the organization
  • Possess high level of organization skills, flexibility, and strong attention to detail
  • Good proofreading and grammatical skills
  • Ability to work under pressure
  • A highly reliable, personable, energetic, professional attitude; willingness to do what it takes to get the job done correctly and on time
  • Advanced knowledge of Word and Excel is required

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