HR & Finance Directors Personal Assistant
5 months ago
Job Scope:
This role is to provide pro-active and high-level secretarial support
In this busy and demanding environment, a top level of service is required at all times.
The PA is self-starter and can interact with senior and international network both inside the business and externally.
He/she must be capable of managing his/her own time effectively, manage a high volume of work (much of which is required in short timescales and with high accuracy in order to meet the Company’s high standards of Corporate Governance).
Roles & Responsibilities
- To act as a PA to Directors & teams, providing them the support necessary to aid in travel arrangement, agenda management, and other necessary areas, to enable them to manage their schedule and workload seamlessly.
- To organize an accurate and workable meetings schedule for the director and team, prioritizing and proactively managing competing priorities.
- Supporting allocated Director & LT on a needs basis.
- Diary management - filtering and prioritizing, avoiding clashes, planning meetings ahead.
- Organization and administration of local meetings & visitors, including regular Team meetings - coordinating all logistics i.e. attendees, timings, equipment and rooms.
- Management of external stakeholders - responsible for reception and smooth running of meetings.
- To be responsible for pulling together presentation and pre-reading materials and collating in a timely manner, in preparation for meetings
- Screening, responding to and redirecting mail, as appropriate.
- Travel management - preparation of itineraries, visas, transport, etc.
- Management of out of office requirements.
- Process travel expenses and invoices.
- Pro-actively tackling issues related to administrative processes to ensure speed and efficiency.
- Ownership of JML (Joiners, Movers & Leavers) process for the team.
- Holiday cover for team PA’s within the company.
- Proactively collaborating with PA’s within the company.
- Share best practices and Ways of Working.
Job Role requirements:
Educational background
- Bachelor’s degree in relevant studies (Business, Commerce, Economics... )
Communication:
- Fluent in verbal and written English
- Excellent verbal and written communication skills are very important.
- The position involves communication with staff at all levels throughout the Company and external contacts.
- The incumbent will be required to build and develop knowledge of key individuals and respond appropriately to queries and requests
Experience & Interpersonal skills needed
- Min 3 years of secretarial background supporting a fairly large team at Board or Executive Level
- Advanced MS Office
- Expert with Tele-conferencing and Video-conferencing support
- Proven ability to organize seminars/workshops with attendees from across the region; and to provide support to managers who are traveling, remotely.
- Essential personality traits including: expressive, energetic, interactive, self-motivated, highly organized and good interpersonal skills.
- Minute taking and correspondence of relevant meetings
- Experience in managing office processes and where necessary, developing new approaches to meeting changing needs, is essential.
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