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- Tasks: Support the Group Director with diary management, event planning, and travel arrangements.
- Company: Join a dynamic team focused on strategy and planning in a professional environment.
- Benefits: Enjoy a collaborative work culture and opportunities for personal growth.
- Why this job: Perfect for those who thrive in fast-paced settings and love organizing events.
- Qualifications: Experience in a similar role, strong organizational skills, and proficiency in Microsoft Office required.
- Other info: Work closely with other PAs and enjoy a supportive team atmosphere.
The predicted salary is between 36000 - 60000 £ per year.
Job Description
About the Company
This role is for a Senior Personal Assistant to provide a high level PA support to the Group Director of Strategy & Planning, ensuring seamless management of their diary alongside support to junior members of the team.
About the Role
Key duties and responsibilities, inclusive of but not limited to;
- Extensive diary management to ensure best use of time for demanding schedule – internal and external meetings, including with Government officials, Councillors, Board members and stakeholders.
- Planning and organising site visits to include: transport, hospitality, venue, PPE requirements and presentation slides.
- Planning and organising corporate events to include: managing invite list/ attendees, venue arrangements, hospitality, and any associated administration i.e. agendas/ itineraries.
- Arranging breakfasts, lunches, and dinners, including reservations.
- Organisation of various internal committee meetings.
- Arranging travel and accommodation, both nationwide and international, to include insurance requirements.
- Compliance with the company’s gifts and hospitality policy and submission of relevant information.
- Preparation and submission of expenses using Concur.
- PA support for external directorship roles.
- Handling of personal arrangements, i.e. arrangement of medical appointments.
- Ensuring diaries are kept up-to-date with personal commitments, including school term dates and holiday arrangements.
- Maintaining an effective filing system and contact details.
- Meeting and greeting guests, providing lunches and refreshments, when required.
- Handling telephone calls, taking messages and answering the switchboard.
- Photocopying, filing/ archiving and binding.
- Working closely with other PA’s to provide support to each other during busy periods and to ensure there is appropriate cover during holidays.
Role Requirements
- Experience required within a similar position in a professional environment;
- Previous exposure to and experience in complex and conflicting diary management at senior level;
- Ability to maintain confidentiality and act in a calm and assertive manner;
- A professional, confident and proactive approach, able to use own initiative to provide top level support;
- Excellent organisational and time management skills, able to prioritise a busy work load and work without supervision;
- Confident and experienced Microsoft Office user;
- Excellent communication and interpersonal skills;
- High level of accuracy and attention to detail in all work production;
- Ability to meet conflicting priorities whilst working under pressure;
- A flexible and adaptable approach to work;
- Have the ability to work autonomously and also as part of a team with strong internal relations.
Personal Assistant employer: Urban&Civic
Contact Detail:
Urban&Civic Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Personal Assistant
✨Tip Number 1
Familiarize yourself with the specific tools and software mentioned in the job description, especially Microsoft Office. Being proficient in these applications will not only help you in your daily tasks but also demonstrate your readiness for the role.
✨Tip Number 2
Showcase your experience in managing complex diaries by preparing examples of how you've successfully handled conflicting schedules in the past. This will highlight your organizational skills and ability to prioritize effectively.
✨Tip Number 3
Network with current or former personal assistants in similar roles. They can provide insights into the expectations and challenges of the position, which can be invaluable during interviews.
✨Tip Number 4
Demonstrate your proactive approach by preparing a few ideas on how you would improve diary management or event planning processes. This shows initiative and that you're already thinking about how to add value to the team.
We think you need these skills to ace Personal Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in diary management, event planning, and administrative support. Use specific examples that demonstrate your ability to handle complex schedules and maintain confidentiality.
Craft a Strong Cover Letter: In your cover letter, emphasize your proactive approach and organizational skills. Mention how your previous experiences align with the key responsibilities of the role, such as managing travel arrangements and supporting senior executives.
Showcase Communication Skills: Since excellent communication is crucial for this role, provide examples in your application that showcase your interpersonal skills. Highlight any experience you have in liaising with stakeholders or managing guest relations.
Highlight Attention to Detail: Given the importance of accuracy in this position, include specific instances where your attention to detail made a difference. This could be in managing expenses, organizing events, or maintaining filing systems.
How to prepare for a job interview at Urban&Civic
✨Showcase Your Diary Management Skills
Be prepared to discuss your experience with complex diary management. Share specific examples of how you've successfully managed conflicting schedules and ensured seamless coordination for senior executives.
✨Demonstrate Your Organizational Prowess
Highlight your ability to plan and organize events, site visits, and travel arrangements. Discuss any tools or methods you use to keep everything on track and ensure no detail is overlooked.
✨Exhibit Professionalism and Discretion
Since this role involves handling sensitive information, be ready to talk about how you maintain confidentiality and act professionally in various situations. Provide examples of how you've navigated challenging scenarios with discretion.
✨Communicate Effectively
Excellent communication skills are crucial for this position. Prepare to demonstrate your interpersonal skills by discussing how you handle interactions with stakeholders, guests, and team members, ensuring clarity and professionalism.
