PA to Chairman and MD – Maternity cover
The role of the PA is to provide all-encompassing PA support to the Chairman and MD, and additional administrative support to the Board and Management team. The PA’s role is imperative to free-up the Chairman and MD’s time from organising and administrative tasks so that they can spend maximum time on strategic tasks.
- Acting as the first point of contact; dealing with all correspondence and phone calls.
- Extensive diary management; organising and re-arranging meetings and appointments – controlling staff access to the Chairman and MD.
- Booking and arranging, travel, transport and accommodation.
- Organising corporate hospitality.
- Organising events.
- Reminding the Chairman and MD of important tasks and deadlines.
- Maintaining diary reminders and task lists.
- Acting as a sounding board for the Chairman and MD and offer opinions when requested.
- Typing, compiling and preparing reports, presentations and correspondence.
- Managing databases and filing systems.
- Implementing and maintaining procedures/administrative systems.
- Liaise with clients, staff and suppliers.
- Managing the Chairman and MD’s mailboxes and respond where appropriate.
- Provide all administration requirements including personal.
- The main point of contact for staff in Chairman and MD’s absence.
- Administration support for the Board and Management team.
- Diary support for the Board and Management team.
- All general PA duties.
- Any ad-hoc duties as requested by the Chairman and MD.
- Any ad-hoc duties as requested by the Board and Management team.
- A relevant professional qualification would be desirable (e.g. Diploma in Administration/Secretarial studies).
- At least five years’ experience working as a PA for a Board Director level or higher is desirable.
- Advanced Outlook diary management.
- Experience of working in a fast-paced office environment.
- Managing a varied workload with a varying degree of deadlines.
- Secretarial experience, particularly organising meetings and travel arrangements.
Knowledge and skills
- Discretion and trustworthiness.
- Excellent communication and interpersonal skills.
- Excellent negotiation skills.
- Excellent oral and written communication skills.
- Flexibility and adaptability.
- Intermediate to Advanced knowledge of the Microsoft Office package.
- Tact and diplomacy.
- A proactive individual who is capable of working on their own initiative.
- Excellent planning and organisation skills.
- Exceptional attention to detail.