PA to Engineering Director & Quality Director

This role requires organisational and administration skills and ideally document controller experience. The post holder will demonstrate;

Confidentiality when dealing with sensitive information
Compliance with health, safety, environment and other statutory requirements relevant to this role
Ability to work independently and be proactive
Ability to communicate effectively with various levels of the organisation and externally
Ability to deal with difficult enquiries
Provide a professional, accurate and reliable PA and administration support service to the Engineering Director and Quality Director - along with admin assistance to the extended business unit as required.To work with/manage team assistants to ensure a professional and efficient admin support team for the Engineering and Quality departments

Liaison and communication with stakeholders in France via email and over telephone, as well as French speaking colleagues within London teams.

Diary and itinerary management, preparation of weekly meeting packs

Updating and ensuring all contact lists are current

Document management/organisation and filing

Record and produce minutes for key business meetings

· Effectively use appropriate IT systems to facilitate the preparation of reports, statistics, presentations and other information for the portfolio. This includes the use of Business Collaborator (ideally to 'super-user' level)

Maintain data/records so that information is readily available and easily accessible

Provide office services such as reprographics, binding etc

Arrange meetings and co-ordinate the booking of rooms, arrange travel, accommodation, pool/hire vehicles and hospitality as required

Administer the ordering and payment of goods and services utilising the recognised IT system

Liaise with Finance to ensure invoices paid etc and maintain (local) cost record

Maintain confidentiality of all information

Keep in touch with the team members when they are out of the office and report issues/ take actions for response

Respond to phone/email enquiries to/ from wide range of external parties etc

Prepare letters, documents, ensure reports are well presented

Keep up to date training/induction logs on all team members and liaise with HR

Good organisational skills (flexible/organised/methodical)

Ability to work independently and be proactive

Fluent French speaking desirable, due to numbers of French team members and liaison with key stakeholders in France over telephone and via email.

Excellent communication/interpersonal skills notably with various levels of the organisation and externally

The ability to work as an integral part of a team contributing to team success, communications and a positive working environment

Flexible approach with the ability to multi-task and work on own initiative

Previous team support experience

Discretion - confidentiality when dealing with sensitive information

Attention to detail

General administrative/secretarial knowledge producing professional work as well as ability to adapt to new and changing systems (and possibly creating systems)

Use of Outlook or similar diary/email application; Microsoft Office - Word, Excel, Power Point

Working knowledge of SAP and ability to raise requisitions, desirable

Previous experience in the energy industry desirable