Personal Assistant

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.