Personal assistant

JOB DESCRIPTION

• Assist in all areas of day to day duties through the provision of ad-hoc administrative support to ensure the team works effectively.
• Manage and co-ordinate the Director's diary of internal and external meetings, including all professional engagements and any other appointments, liaising with other staffs as required to arrange meetings with other key stakeholders to ensure effective use of time.
• Prepare briefing packs, meeting papers and all other documentation, chasing up and co-ordinating responses as required by the Director, to ensure meetings run smoothly.
• Format presentations for use in board and executive meetings to create clear and high impact presentations.
• File all documentation effectively to ensure ease of access as required.
• Manage all travel and accommodation requirements effectively and within guidelines.
• Act as first point of contact for all enquiries for information from the Managing Director, redirecting and responding as appropriate, and ensuring that all other tasks are completed to a high standard as required. Monitor the Managing Director's mailbox, prioritising issues to be dealt with for their attention.
• Undertake secretariat duties for the Phase 1 Management meeting chaired by the Managing Director, including producing minutes, maintaining an action log and forward agenda.
• Manage projects as assigned through to completion, for example, organisation of events on behalf of the Managing Director.

SKILLS

• Strong IT skills including the full use of MS Office suite: INBOX management key
• Excellent relationship building skills with the ability to manage internal and external stakeholders in relation to requests for meetings/quries
• Resilience - working in a fast-paced environment
• Proactive attitude towards work, reacting to emails
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EXPERIENCE

• Experience of providing in depth administrative support at Executive level
• Experience of managing a diary where there are competing demands and priorities
• Experience of using the MS Office Suite (Word, Excel, Outlook, Powerpoint)
• Experience of dealing with confidential and sensitive information