This role reports to the Senior Executive Assistant.
The PA role does not have any direct line management responsibility.
The role is based at the Company offices in Reading with optional hybrid working from home (as suits the needs of the business)
Job SummaryProvides administrative support to the Senior Executive Assistant in support of the Executive Chairman and Managing Director and deputises for the Senior Executive Assistant in her absence.
The role requires planning and management of diaries, visit and resource planning, coordination of workflow, process and documentation and overall contribution and support to the Business Support Team.
Skills and Qualifications
- Advanced level use of Microsoft Office suite programs (preferably Office 365)
- Above average standard in Business English (grammar, vocabulary and reading comprehension) evidenced through assessment centre
- Above average standard in Reasoning Test (logical, verbal and numerical) evidenced through assessment centre.
- Personal Profile to support responsibilities and company values evidenced through assessment centre
ExperienceBackground in personal assistant role with the ability to demonstrate the following experience or skills:
- complex diary management
- time/task management and prioritisation
- proactive planning and organisation of workflow processes
- documentation production and proof reading
- attention to detail
- problem solving and decision making
- team collaboration and engagement
- maintaining high levels of confidentiality
- professionalism
Duties and Responsibilities
- Manage the diary and meeting schedules for the EC and MD, including internal meetings and Senior Management Team/Board meetings.
Ensuring meeting requests are responded to promptly.
- Deputising for the Senior Executive Assistant in her absence.
- Book business travel arrangements, including flights, transport, and overnight accommodation, where required.
- Maintain internal work logs and trackers, including task lists and project dashboards keeping them updated daily.
- Proof reading and formatting of all correspondence, reports, drafting letters and proposals from templates, as required.
- Providing additional support to the Business Support Team where capacity allows.
- When required, monitoring the Executive Chairman and Managing Director's incoming and outgoing email and responding as required.
- Liaise with clients and business contacts in relation to meetings, visits, work delivery and scheduling of reports.
- Maintain electronic filing system of documents and emails.
- Ensuring prompt invoicing is undertaken for project work for new clients and additional work for existing clients where required.
- Administering expenses.
- Undertaking client fee reviews for ongoing retained agreements for which the Executive Chairman or the Managing Director is the Client Manager.
- Undertake regular time reviews as required for retained agreements and one-off projects and ensure any overrun or underrun is fed into management reporting.
- Ensure team engagement through maintaining good working relationships with Senior Management Team.
- Other Ad Hoc support as required.
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