Admin Assistant - Personal Assistant (PA)

THIS ROLE IS AN ADMIN ASSISTANT ROLE NEED SOMEONE WHO HAD PREVIOUS EXPERIENCE WITH BELOW JOB RESPONSIBILITY. (NO PROJECT MANAGEMENT OR BUSINESS ANALYSIS EXPERIENCE NEEDED). THIS IS NON IT JOB.

ASSISTANT:

DUTIES:

DIARIES, INBOXES & TELEPHONE CALLS

- Proactively own Director's diary and ensure briefs /  info packs are prepared for Director's meetings
- At the end of each working day ensure the following day's meetings are all confirmed and Director has briefing for meetings where appropriate.
- Book flights, hotels and taxis, taking responsibility for ensuring the best mode of travel for an efficient use of the directors time.
- Where appropriate control Director's inbox and ensure that emails are actioned/passed onto interested parties.
- Take calls on Directors behalf, escalate or action them where possible

EVENTS & MEETINGS

- Meet and greet customers/visitors if required
- Organise team meetings, agendas etc. Where applicable attend meetings and take notes on actions and circulate to attendees for follow up actions
- Build relationships & liaise with key customers PA's to arrange meetings for director.
- Manage small events for the team for both internal staff and customers.
- Invite customers and follow up invitations by phone/letter where necessary.
- Pro-actively book meeting rooms/catering where required for business meetings held at  ANY company offices

PERSONNEL

- Complete leaver paperwork/arrange re-allocation of assets for leavers
- Assist in the co-ordination of inductions for new starters to the team
- Own Focal Point Review process - download and upload performance plans, ratings, etc on behalf of Director, ensure all deadlines and distribution targets are met.
- Build strong relationship and network with PA's across the UK business units and within your organization.
- Ensure cover during holidays etc.

BUSINESS MANAGEMENT

- Chase teams where necessary to get information for reports and get them in on time
- Handle escalation issues - eg contacting deputy or person able to assist
- Ensure all records, reports and shared drives are kept up to date eg holiday schedules up to date and manager aware of clashing dates, organisation chart up to date etc.
- Office management - eg administer the purchase order process, order stationery and maintain stationery supplies, raise internal equipment orders where required

FINANCIAL

- Raise purchase orders.
- Manage Director's expenses and ensure  they are up to date & paid on time
- Ordering internal equipment for staff and gifts for customers

DIRECTORS TEAM

- Co-ordinate team diaries where necessary
- Co-ordinate flights for Directors team
- Arrange internal meeting rooms & Refreshments

TECHNOLOGY

- Assist with presentations - have excellent skills in
- Word,
- Excel
- Powerpoint
- Outlook
- Diary management

PROFESSIONAL

- Excellent telephone manner
- Confidence to articulate requirements clearly
- Ability to operate calmly in a busy environment