Who are we?
We are New Directions, a group of companies that provide UK wide services (including recruitment, training, care provision and other support services) within a variety of sectors, from a network of offices across the UK.
Voted Best Employer - Cardiff Life Awards 2024
Job Purpose:
An exciting opportunity to provide comprehensive administrative and personal assistance to members of the SMT and support the Facilities department. The role requires a combination of creativity, confidence and communication skills, as you will be required to organise and manage events, projects and tasks to a high standard. Excellent written and verbal communication skills are vital for success whether this is writing first stage content, reporting for our eco committee or emailing actions from meetings.
**Main Duties:
- Implementing and maintaining effective systems to ensure high-level administrative support for the SMT is consistently provided.
- Supporting the SMT with any personal assistance which may be required.
- Supporting the Group Head of Facilities with any administrative requirements, project work and adhoc duties.
- Managing diaries, appointments, calendars, and events.
- Arranging hospitality requirements for SMT meetings.
- Assisting the SMT with coordinating and managing Group based projects, problem solving tasks and monitoring communications, (including drafting and producing letters, spreadsheets, reports, presentations, speeches, and communications).
- Handling enquires in a professional and appropriate manner.
- Arranging meetings and managing visitors for the SMT, including coordinating logistics and documentation.
- Following specific instructions to complete associated tasks to required standards.
- Reviewing, collating, distributing, and analysing reports for business meetings
- Arranging travel, transport and accommodation for the SMT.
- Assisting the SMT with arranging meetings, including producing and circulating agendas, and attending meetings and taking minutes for subsequent distribution.
- Tracking outstanding actions, tasks and information requests within given deadlines; chasing responses and providing updates.
- Managing financial tasks, dealing with invoices, purchase orders and expense claims for SMT
- Liaising with internal and external stakeholders and personal contacts.
- Organising and maintain effective filing systems.
- Managing the administration of any SMT documentation and ensuring its validity (e.g., MOTs, insurances, passport, driving licence etc).
- Assisting the wider Facilities function, including Reception cover.
- Managing the fleet of executive vehicles.
- Participate in the Company's Eco-Committee and conduct environmental and sustainability research
- Assist with our rented office space;
- Responsible for the Central Reserve for all Company data.
- Assisting in the organisation of internal and external events.
- Liaising with contractors to ensure relevant information is received and collated (e.g. liability insurance / NDA's etc).
- Travel to other business sites across the UK as required
- Required to be based at and work from the Cardiff office full time (5 days per week).
Qualifications:
- Educated to degree level, NVQ Business Administration or equivalent
- Valid Full UK Driver's License
Skills and experience:
- Significant experience in executive assistant or personal assistant role(s)
- Excellent administration skills; ability to minute take
- Professional image and appearance: demonstrates professional behaviours
- Excellent standards of accuracy, consistency, attention to detail
- Exceptional oral and written communication skills, and accurate proofing and editing
- Excellent project management skills
- Adaptable to changing demands
- Discretion, tact, diplomacy and confidentiality
- Honesty, trustworthiness and reliability
- Excellent organisational and time management skills, with the ability to multitask, and manage conflicting priorities
- Capable of self-auditing own work
- The ability to use own initiative, judgement and be pro-active
- The ability to research, digest, analyse and present material clearly and concisely
- The ability to work under pressure to strict deadlines
- The ability to accept constructive feedback, and make improvements as required
- An outstanding level of interpersonal, networking, and relationship management skills
- Ability to learn about an individual's preferences and styles, and ensure these are met
Personal Qualities:
Must like dogs,Confident, Accountable, Resilient, Attentive, Intuitive, Positive, Approachable,