Personal Assistant

• Ensure all booking facilities are ready for the day, the kitchen is ready for use, fresh water is provided to the necessary areas, etc.

Catch up on emails and check bookings for the day

• ​Familiarise yourself with who is on your floor and what bookings you may need to attend to.
• Be sure to make yourself available to clients and guests using your facilities for any services they may need – e.g., minutes taking, tea and coffee orders, etc.
• The morning's meeting aims to address the day's schedule with your team and Manager/s.​
• Have your client bookings and happy calls noted on your Masterlist​
• ​Forewarn the team should you have client bookings.
• ​​​In most instances, client work will continue to present itself to you ad hoc, so be sure to keep your Manager and team informed of where you are.​​
• ​Call your clients to confirm their booking and ensure you are across additional requirements so you and the team can be well prepared to deliver​ an excellent customer experience. E.g., catering, beverages offered and served, whiteboard (clean) and marker pens working, click share ready, flip chart, documents prepared ahead of time, team support for minute taking, etc.
• Take note of any general issues with the floor's appearance​ and amend this as soon as possible. Inform the Manager of any significant ​maintenance issues.
• Take inventory of kitchen supply stock levels and place an ​order for necessary replenishments via your stationery supplier.
• From this point, your day should be predominantly focused on client work.
• Use Task Timer to accurately time your T&S work, which may​ occur across several intervals during the day. 
• If you don't have any pre-booked/regular work, use this time to make happy calls​. Your clients need to feel the love, and checking in with them is key to establishing a working relationship. 
• ​Each client should be spoken to on a 3-4 week rotation, depending on the number of clients at your location.
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