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.

Job Responsibilities:

  • 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.

 

Person specification

Qualifications

  • A relevant professional qualification would be desirable (e.g. Diploma in Administration/Secretarial studies).

Experience

  • 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.

Personal Qualities 

  • A proactive individual who is capable of working on their own initiative.
  • Excellent planning and organisation skills.
  • Exceptional attention to detail.
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