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- Tasks: Support the Executive Director and Assistant Director with admin tasks, communications, and meeting arrangements.
- Company: Join a dynamic team dedicated to delivering exceptional service within a professional environment.
- Benefits: Enjoy flexible working hours, opportunities for personal development, and a supportive team culture.
- Why this job: Gain valuable experience in a fast-paced role while making a real impact on the organisation's success.
- Qualifications: Customer service experience and strong organisational skills are essential; NVQ Level 2 in administration preferred.
- Other info: Ideal for those looking to grow their career in a collaborative and innovative setting.
To provide a confidential, comprehensive, and professional administrative secretarial service to the Executive Director and Assistant Director and ensure business demands are met.
Key duties and responsibilities:
- Managing the internal and external communications of the Executive Director and Assistant Director, including handling internal and external telephone/email enquiries, screening calls/taking messages, managing emails and mail, and actioning as appropriate.
- Managing the diaries of the Executive Director and Assistant Director, including arranging meetings and co-ordinating meeting arrangements and hospitality.
- Developing and maintaining a bring forward system on behalf of the Executive Director and Assistant Director.
- Collating documentation, including Committee and Cabinet reports and progress where necessary.
- Performing routine administrative/clerical duties such as photocopying and scanning, ensuring a consistent service is provided within the directorate.
- Undertaking confidential work, including typing reports, internal and external correspondence, Cabinet reports, and minutes of meetings while handling confidential/sensitive information appropriately.
- Receiving visitors to the Executive Director and Assistant Director offices and ensuring they are appropriately welcomed and hosted.
- Coordinating travel and hotel requirements for the Executive Director and Assistant Director.
- Procuring goods and services on behalf of the Executive Director and Assistant Director, maintaining records, and processing orders in accordance with policies and procedures.
The candidates must have:
- Experience of working in customer service.
- Significant business administration experience.
- Very good oral and written communication skills.
- Very good organisational skills and abilities.
- Excellent interpersonal skills.
- Ability to deal with confidential and politically sensitive information.
- Ability to manage frequent unpredictable deadlines, interruptions, and conflicting demands.
- Excellent level of administrative techniques.
- Excellent time management skills.
- Ability to deal with people at all levels both internally and externally.
- Competence in the use of a range of computer applications e.g. Outlook, Lotus Notes, and Microsoft Office.
- Minimum 60 wpm typing speed.
- Ability to minute meetings and produce minutes on a laptop as meetings are held.
- NVQ Level 2 or equivalent administration qualification.
- Flexible approach to work, including the ability to work beyond normal hours when required.
- Commitment to continuous personal and professional development.
- Strong team player, committed to an ethos of continuous improvement.
- Capable of coping with and responding to pressures of the role and readily accepting responsibility.
- Ability to maintain confidentiality of work.
- Commitment to equal opportunities and recognising the needs of different service users.
- Commitment to providing a customer-focussed service.
Personal Assistant employer: The Jeya Group
Contact Detail:
The Jeya Group Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Personal Assistant
✨Tip Number 1
Familiarise yourself with the specific tools and software mentioned in the job description, such as Outlook and Microsoft Office. Being proficient in these applications will not only boost your confidence but also demonstrate your readiness for the role.
✨Tip Number 2
Practice your typing speed to ensure you can meet the minimum requirement of 60 wpm. You might want to use online typing tests to improve your skills, as this will be crucial for minute-taking and handling correspondence efficiently.
✨Tip Number 3
Develop your organisational skills by creating a mock diary management system. This could involve scheduling meetings and managing conflicting demands, which will help you showcase your ability to handle the Executive Director's and Assistant Director's busy schedules.
✨Tip Number 4
Prepare for potential interview questions by thinking about how you would handle confidential information and politically sensitive situations. Having clear examples ready will show that you understand the importance of discretion in this role.
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 customer service and business administration. Emphasise your organisational skills and ability to handle confidential information, as these are crucial for the Personal Assistant role.
Craft a Strong Cover Letter: In your cover letter, address how your skills align with the key duties of the position. Mention specific examples of your experience managing communications, diaries, and administrative tasks that demonstrate your suitability for the role.
Showcase Communication Skills: Since excellent oral and written communication skills are essential, ensure your application is free from errors and clearly conveys your message. Consider including a brief example of a time when you effectively communicated in a challenging situation.
Highlight Flexibility and Teamwork: Mention your ability to adapt to changing demands and work collaboratively within a team. Provide examples of how you've successfully managed unpredictable deadlines or worked beyond normal hours to meet business needs.
How to prepare for a job interview at The Jeya Group
✨Showcase Your Organisational Skills
As a Personal Assistant, strong organisational skills are crucial. Be prepared to discuss specific examples of how you've managed multiple tasks or projects simultaneously, and how you prioritised them effectively.
✨Demonstrate Your Communication Abilities
Excellent oral and written communication skills are essential for this role. During the interview, highlight your experience in handling communications, both internal and external, and provide examples of how you've successfully managed sensitive information.
✨Prepare for Scenario-Based Questions
Expect questions that assess your ability to handle unpredictable deadlines and conflicting demands. Think of scenarios from your past experiences where you successfully navigated such challenges and be ready to share those stories.
✨Emphasise Your Commitment to Confidentiality
Given the nature of the role, it's important to convey your understanding of confidentiality and data security. Be prepared to discuss how you've handled sensitive information in previous positions and your approach to maintaining confidentiality.
