As a Personal Assistant, you will provide comprehensive administrative support to our executive team, Admin and Secretarial team, ensuring smooth and efficient operations within the Southampton office. Your role will involve managing schedules, coordinating meetings, handling correspondence, and performing a variety of tasks to assist in the effective running of the office.
Client Details
Our client is the largest international industry-funded cooperative which exists to respond to spills wherever in the world they may occur, by providing preparedness, response and intervention services. We are wholly owned by our members and our membership represents the majority of global production. This office is based in Southampton and has a family feel within its business.
Description
The key responsibilities for the Personal Assistant role are:
- Executive Support: Provide high-level administrative support to the executive team, including managing calendars, scheduling meetings, and organising travel arrangements.
- Communication: Handle correspondence, including emails and phone calls, on behalf of the executives. Prepare and draft documents, reports, and presentations as needed.
- Meeting Coordination: Organise and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
- Office Management: Oversee the day-to-day operations of the office, ensuring all administrative tasks are completed efficiently.
- Project Assistance: Assist with various projects, research, and tasks as required by the executives.
- Confidentiality: Maintain the highest level of confidentiality and handle sensitive information with discretion.
- Relationship Management: Build and maintain strong relationships with internal and external stakeholders.
- Problem-Solving: Proactively identify and address issues, providing solutions to ensure the smooth running of the office.
- Expense Management: Monitor and manage expenses, preparing reports and ensuring timely reimbursements.
Profile
The successful candidate for the Personal Assistant role is someone with the following:
- Experience: Proven experience as a Personal Assistant or in a similar administrative role.
- Communication: Excellent verbal and written communication skills.
- Organisational Skills: Exceptional organisational and time-management abilities, with a keen attention to detail.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Discretion: Ability to handle confidential information with integrity and discretion.
- Interpersonal Skills: Strong interpersonal skills with the ability to build relationships at all levels.
- Flexibility: Adaptable and able to manage multiple tasks and priorities in a fast-paced environment.
- Problem-Solving: Strong problem-solving skills and the ability to work independently.
- Education: Relevant qualifications or certifications in administration or a related field are advantageous.
Job Offer
The candidate for the Personal Assistant role will receive:
- Competitive salary
- Supportive and dynamic work environment
- Opportunities for professional development and training