PA to MD & Comms Manager

Role overview

• ID: 2024-5943
• Entity: Vistry Services
• Region: Vistry Services
• Department: Admin & Support
• Contract Type: Permanent - Full Time
• Job Location: Brentwood, Essex
• Date Posted: 22.07.2024

We have an exciting opportunity for a Comms Manager & PA to Managing Director to join our team within Vistry Special Projects which sits within Vistry Services, at our office in Brentwood, Essex. As PA to Managing Director you will be responsible for offering full diary, administrative and organisational support to the Managing Director, together with administrative support to other Directors where needed. This role would suit an individual that already has experience as a PA / Executive Assistant and is looking for a new challenge, ideally you will have experience gained from housebuilding and/or residential construction.

In addition, this role will also pick up the internal and external communications which is received via a dedicated inbox for Building Safety, this will involve close liaison with the Managing Director, Senior Management Team and Project Teams to provide appropriate responses to high profile stakeholders in a timely manner. Incorporated with this is a wider overview of comms that the Special Projects teams should be providing residents on each project on a regular basis prior to works commencing on site.

We are pleased to say, this role can accommodate agile working arrangements.

• Let's cut to the chase, what's in it for you...

• Competitive basic salary and annual bonus

• Agile working arrangements possible for this role

• Up to 33 days annual leave plus bank holidays

• Private Healthcare

• Enhanced maternity, paternity and adoption leave

• Competitive contributory pension scheme

• Life assurance – 4 x your annual salary

• Share incentive schemes

• Employee rewards portal with many more benefits...

• In return, what we would like from you...

• Behave in line with our company values – Integrity, Caring and Quality

• Min. 5 GCSEs to include Maths and English

• Experience of working in a similar role as PA to a Director or MD including comms management.

• Excellent numeric and literacy skills.

• Good working knowledge of Microsoft Word, Excel, PowerPoint, Teams and Outlook.

• Ability to follow instructions clearly and accurately within a timely fashion.

• Demonstrates initiative in approach to workload, taking action before being asked.

• Manages relationships – builds and maintains good relationships with internal customers (other Business Units) and colleagues of varying seniority by adopting the most appropriate approach to people and situations.

• Communication – confidently conveys accurate information effectively using the methods most appropriate to the audience to ensure understanding.

• Discrete and trustworthy.

• Attention to detail and able to quality check work of others.

• Highly organized, motivated and goal orientated.

• A commitment to work as required to meet the needs of the business

• Highly Desirable Skills –

• Higher Education or professional qualification (e.g. certificate from a secretarial school)

• Experience of working for a residential house builder or property company

• Implement new ideas and methods within the department and continue to seek ways of both improving the contribution to the department's goals and enhancing the reputation of the Strategic Land team.

• More about the Comms Manager & PA to Managing Director role...

• Successfully co-ordinate and be responsible for the Managing Director's time: proactively managing diary requirements, scheduling appointments, meeting agendas, board report collation and staff updates, travel, etc.

• Email management and prioritising communications, together with managing multiple senior stakeholders across over Vistry Group.

• Prepare letters for mortgage lenders to allow residents to sell their property using template document.

• Full management of the Building Safety Inbox to deal with enquiries in line with our KPI's and track responses.

• Full administrative support; filtering, prioritising and responding to queries in a timely and professional manner, both verbally and in writing.

• Organise a range of meetings and events at internal/external venues, liaising with internal/external contacts as appropriate. Ensuring all deadlines are met for key corporate activities. Awareness of key stakeholders and prioritization of meetings.

• Undertake a variety of administrative duties for the Special Projects Board, such as expense claims, mileage submissions, travel itineraries, accommodation bookings, and events co-ordination etc.

• Monitor communications on all projects prior to works commencing on site to ensure residents are aware of next steps.

• Respond to and resolve a wide range of queries from internal and external stakeholders.

• Support in compiling professional standard presentation materials and documents in Microsoft Office, PowerPoint.

• Deal with incoming mail, notably contracts for signing, as appropriate and allocate items where possible. When appropriate originate replies under own signature or prepare drafts/documentation for signature. Ensure mail is returned by courier or signed post as required and confirm receipt.

• Point of contact within the Special Projects Team in respect of general office management, including office H&S and compliance.

• As required, support the Managing Director with confidential personnel issues, including responses and deadline management with discretion and tact.

• Assist the Charity and Social committee champion.

• Collate and share business-wide communications from the Managing Director and develop positive working relationships across all Vistry business units.

• Prepare and issue board papers and agenda for Special Projects board meetings, including liaising with Special Projects Directors to coordinate and ensure all formal papers are provided on time, and action list subsequently issued.

• Set up meeting room for weekly Management meetings.

• Assist in projects where required and additional support for reporting to the government on matters relating to building safety.

• Onboard new starters.

Finally, let's tell you a bit more about us...

We're Vistry Group, the UK's leading provider of affordable mixed-tenu