Hays seeks a PA for EFM facilities

We are a National Property Management and Facilities Group wholly owned by Boultbee, with an impressive shopping centre and commercial property portfolio throughout Scandinavia and the UK, the majority of which we own. In addition we manage UK & Nordic funds for investors. Currently we own and manage approximately 50 shopping centres. Hays seeks a PA for EFM facilities in Västermalmsgallerian EFM manages 28 shopping centres around Sweden. EFM is rapidly expanding and as a result, they are now looking to take on board a Personal Assistant to assist MD. Role Summary Supporting the Director you will provide quality secretarial and office admin support. Responsibilities will include diary management, travel organisation, assistant duties as well as contributing to the smooth running of the office. Main Responsibilities includes . To answer and screen all telephone calls, taking messages, dealing with queries if possible and prioritising calls . Prioritise incoming emails (in Directors' absence) taking action where necessary, and highlighting important issues for Directors' attention . Organising flights, accommodation, venue bookings, refreshments and itineraries for meetings . Typing of relevant correspondence and maintenance of effective filing systems . Preparation of requested documentation for meetings, source from relevant contacts in the business . Acting as a communication link between the Director, members of the Board and their PAs as appropriate . Managing business correspondence of a highly confidential and sensitive nature including reports, major projects etc . Meeting and greeting of Directors' visitors . Dealing with any ad hoc administration requests that may arise including co-ordinating holiday/sickness cover with other secretaries within the business, expenses, filing and photocopying . Maintain an area of intranet . Liaison with other departments across groups . Collaborating with other PAs to ensure effective office management, including ordering and setting up of equipment, liaising with IT and Admin . Identifying gaps in processes and implementing new systems or improving existing ones where appropriate . Preparation of presentations . Any other tasks that fall within the scope of the PA role Qualifications . at least 3 years experience of a similar role . proven administrative experience on a senior level . knowledge of basic financial and invoicing tasks . excellent computer skills, MS Office . fluent in English and Swedish, both oral and written . experience from the facility industry is very beneficial The Person: You are highly adaptable, flexible and comfortable in an evolving and dynamic environment. You need to know how to work independently and you need to be service minded. Startdate: As soon as possible.