Personal Assistant to Managing Director (PA)
Provide full administrative and secretarial support to the Managing Director to ensure the smooth management of their day-to-day affairs. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Managing Director's absence.
Responsibilities and Duties
Manage, coordinate and maintain calendar of the MD including appointments, meetings and travel.
Responsible for organising of internal and external meetings on behalf of the MD ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
Provide executive and administrative support to the MD.
Maintain Managing Director's office systems, including data management and filing.
Responsible for organising MD travel and logistics including flights, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
Monitor and respond to incoming communications to MD's office including phone calls and e-mails.
Secretarial support for meetings as and when required by the MD, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.
Drafting and writing high quality reports and presentations, as required by the MD.
Manage expenses and any other financial requirements as appropriate.
Educated to degree level or equivalent (desirable but not essential).
Recent experience as a Personal Assistant at management level.
Experience of electronic diary management.
Exceptional interpersonal and communication skills with an approachable personality.
Ability to work under pressure to agreed deadlines.
Flexible and able to adapt to change.
Good time management skills with the ability to organise and plan own work.
Excellent attention to detail, with the ability to maintain a high level of accuracy.
A flexible, pro-active approach to work including the ability to prioritise and re-prioritise.
Ability to work on own initiative.
Ability to deal with sensitive information with discretion and to maintain confidentiality.
Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, advanced Excel and PowerPoint.
Applicants successfully shortlisted for interview will be subject to personality profiling and other assessments applicable to the role.
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