Personal Assistant
Purpose of job:
Accountable to the Director, you will be responsible for providing a comprehensive, confidential and professional support service to the Director in all aspects concerned with the efficient and successful operation of the Director’s businesses, duties and responsibilities
Major tasks:
1. To maintain and provide a support service for the Director of Facilities daily schedule, including forward planning of his workload, diary management and co-ordinating and collating all relevant paperwork.
2. To set appointments and meetings for the Director as requested including regular one to one meetings with clients, guests and his direct reports.
3. To service meetings, including preparation of meeting papers, obtaining and preparing briefing materials and presentations, and taking minutes when requested/where necessary
4. Respond and advise efficiently to all electronic or verbal enquiries for the Director, using your own initiative within set guidelines
5. To liaise effectively with internal divisions/departments and external organisations on behalf of the Director.
6. To advise the Director of impending work deadlines for both internal and external commitments, e.g. Reports, presentations, conferences, projects
7. To ensure appropriate systems and processes are developed and maintained to support effective and efficient day to day running of the Directors business and personal life
8. To ensure the smooth flow of information, including action monitoring to achieve deadlines and project milestones
9. To effectively plan and coordinate all the Director’s movements, events and commitments from inception through to tendering, to event management, budgetary control, invoicing and post event appraisals.
10. To be responsible for monitoring the use of the business purchasing and credit card. Submitting receipted returns to the appropriate Finance Department. To submit expenses claims, both internal and external, on behalf of the Director.
11. To plan and implement hospitality arrangements for the Director, including provision of hospitality for visitors
12. To provide a confidential and efficient filing system for the Director and his offices, including Human Resources files in line with the Data Protection Act and ensuring compliance with Human Resources policies.
13. To maintain an up to date knowledge of Human Resources processes and procedures and to advise and assist the Director with Human Resources issues and the recruitment process including the coordination of the appointment of staff.
14. To organise travel arrangements for the Director
15. To execute any other duties appropriate to the grade as directed by the Director or his nominated deputy.