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Job Purpose
To work closely with Senior Management or Directorial staff to provide administrative support, usually on a one-to-one basis, with a high level of professionalism and in a manner that reflects positively on the organization.
Principal Accountabilities
- Calendar Management - Maintaining and updating the executive's calendar, scheduling meetings, and coordinating travel arrangements.
- Meeting Preparation - Preparing agendas, gathering information, and taking notes during meetings.
- Communication Management - Handling phone calls, emails, and other correspondence, acting as a gatekeeper and out of office eyes for the executive.
- Travel Coordination - Booking flights, accommodation, organising visas and other travel-related arrangements.
- Document Preparation - Preparing reports, presentations, and other documents for the executive.
- Administrative Support - Assisting with a variety of administrative tasks, such as managing expenses and handling correspondence.
- Event Planning - Assisting with the planning and execution of events, such as conferences and board meetings.
- Relationship Management - Supporting the executive in building and maintaining relationships with key stakeholders.
- Confidentiality and Discretion - Handling confidential information and maintaining discretion in all interactions.
N.B this list is not exhaustive, the job holder is required to carry out reasonable tasks within the level of skill and ability.
Skills, Knowledge and Experience
Skills & Knowledge
Essential
- Strong organizational skills - Ability to manage multiple tasks and prioritise effectively.
- Excellent communication skills - Both written and verbal communication, including the ability to communicate effectively with clients and stakeholders.
- Problem-solving skills - Ability to anticipate and resolve issues proactively.
- Emotional intelligence - Understanding and managing emotions, both one's own and those of others.
- Ability to work independently - Ability to manage tasks without constant supervision.
- Strong attention to detail - Accuracy in all tasks and a keen eye for detail.
- Discretion and confidentiality - Ability to handle sensitive information with discretion and maintain confidentiality.
- Professionalism and a positive attitude - Ability to represent the executive and the company in a positive light.
- Possess excellent typing skills (at a minimum of 40 wpm).
- Proficiency in Microsoft Office Suite: Good knowledge of Word, Excel, PowerPoint, Teams and other relevant software.
- Excellent written and oral English with attention to detail, initiative and the ability to thrive under pressure.
Experience
Essential
- Experience as a professional Personal Assistant, supporting C-Suite Directors.
Desirable
- Experience interacting with senior leadership outside the UK.
Character
Essential
- Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
- Commitment to excellence - perform duties at the highest level possible on a consistent basis.
- Excellent communicator Good interpersonal skills, able to interact with people of all levels in a confident, professional manner.
- Team player - have team-oriented experience and approach.
- Service focus - dedicated to meeting the expectations of the Director and other senior executives by maintaining effective relationships with interested parties.
- Strong ability to manage multiple tasks and prioritize workload effectively.
- Ability to adapt to changing priorities and work under pressure.
