We are a busy hair and beauty products distributor with an International reach, looking for a highly organised, articulate and experienced PA/EA to support the Managing Director, assisting him in varied day to day activities.
We are looking for an individual who can work to a demanding role which requires a high level of versatility, be super organised and an expert multi-Tasker, who can work under pressure in a calm and professional manner. The individual must be excellent in written and spoken communication skills with at least 3 years previous experience as a PA/EA.
• Excellent in Microsoft Office and Computer skills
• Accuracy and attention to detail and able to work to tight deadlines
• Be able to prioritise and be Cool under pressure
• Have the ability to work on your own initiative
• Have a great personality with a flexible and adaptable approach to work
• Tact and discretion, for dealing with confidential information
Core Tasks:
• To maintain the day-to-day operations of the Executive Office
• Working closely with the MD and other directors, providing comprehensive administrative support, Screening telephone calls and handling enquiries.
• To provide assistance to external stakeholders, staff and other visitors and to ensure they are welcomed and looked-after in a professional and courteous manner.
• To effectively and efficiently manage all office functions for the Managing Director,
• Maintaining the MD’s diary and making appointments/organising meetings.
• Ensuring MD is well prepared for meetings and coordinating his daily schedule.
• Coordinating the expenses spreadsheet and submitting this with receipts to Accounts.
• Screening telephone calls, enquiries and requests and handling them when appropriate.
• Dealing with incoming emails, faxes and post, often corresponding on behalf of MD.
• Producing documents, papers, reports and presentations.
• Arranging travel and accommodation.
• Maintaining and updating mailing databases.
• Drafting and producing letters, spread sheets, reports and presentations Organising and maintaining filing systems and office processes.
• Assist with the preparation for meetings and sitting in and taking Minutes of meetings.
• Project Coordination on various ongoing projects to ensure reports and project staff are well managed.
• Assisting with the implementing and communication of new business processes, policies and procedures.
• To provide assistance with the routine operations of the Human Resources department.
• To support with the maintenance of the employees files, ensuring continuous compliance with the Data Protection Act legislation.
• Assist with the review and implementation of Human Resources policies and procedures.
• To deputise for the Human Resources Coordinator in providing advice and guidance to line managers.
• To maintain the absence records for staff, including monitoring annual leave and sickness, logging of authorised leave and filing of signed leave forms.
• To generate reports and statistics as required and to present this in a professional, accurate and comprehensible manner.
Fluency in an European Language (preferably French) or Asian (Hindu, Urdu or Punjabi) will be highly advantageous to your application but not essential.