Personal Assistant to 2 x VPs (IT and Finance) - 12 month FTC

Job Title: Personal Assistant to 2 x VPs (IT and Finance) - 12 month FTC
Contract Type: Permanent
Location: West End, London
Salary: Negotiable
Start Date: ASAP
Reference: BBBH55244
Contact Name: Alice Scott
Contact Email:
Job Published: October 17, 2016 15:51

Job Description

Handle Recruitment is working with a leading Entertainment company to find a Personal Assistant to work alongside 2 VPs (IT and Finance) and be responsible for managing Internal Communications in the IT department; as well as organising and managing conferences and events for the IT and Finance departments. This is a 12 month FTC.

Events responsibilities:

  • Sourcing venues for events and venue management
  • Managing agendas and speakers
  • Producing detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets)
  • Agreeing to and managing a budget
  • Gathering and consolidating content to be communicated at events
  • Coordinating staffing requirements and staff briefings
  • Coordinating suppliers, handling delegate queries and troubleshooting on the day of the event to ensure that all runs smoothly
  • Post-event evaluation (including feedback and analysis)
  • Sourcing merchandise and organising awards
  • Building relationships with Event Management companies, travel companies, hotel account managers, etc
  • Liaising with legal teams with regard to contracts between suppliers and company (e.g. Due Diligence, NDA, MSA, Maintenance)
  • Organising Staff reward scheme for exceptional performance

Internal Communications responsibilities:

  • Implementing and managing an internal communications group for IT
  • Working in collaboration with creative, facilities and external suppliers on office improvements i.e. maps, signs and updating meeting rooms
  • Acting as a point of contact / providing advice on internal communications across IT

Personal Assistant responsibilities:

  • Diary Management; Liaising with internal/external and international personnel regarding complex diary and meeting management
  • Travel Management and Itineraries; Booking all travel arrangements, accommodation and off site meetings for both VPs
  • Creating and maintaining close working relationships with PAs across the company and external companies
  • Travel management for Finance and IT Employees
  • Managing the Contractor PO process and payment of all Finance contractors
  • Supporting the IT and Finance Management Teams e.g. Team away days
  • Expenses; Collating receipts, logging and submitting Expense Reports

PLEASE NOTE: Due to the high volume of applications we receive we are unable to respond to everyone. If you have not heard from us within 5 working days of sending your CV then unfortunately you have not been shortlisted for the position you have applied for.