P.A. to Directors

Colnbrook, England, United Kingdom

12/13/2024

Key Accountabilities

Executive Support and Administrative Tasks:

• Manage multiple calendars and appointments for the CEO and Directors, ensuring efficient time management.
• Handle sensitive communication, including phone calls, emails, and correspondence, with a high level of confidentiality.
• Perform day-to-day administrative tasks, such as updating event attendance trackers, booking meeting rooms, greeting visitors, and running errands when necessary.
• Co-ordinate Internal and External meetings. Take minutes, organise supporting resources including any required hospitality needs. Distribute any meeting notes and follow-up action points and where required add to Director’s action lists.
• Assist with managing the CEO and Director’s action lists, prioritising tasks, ensuring and assisting to meet deadlines.
• Consolidate and prepare documents, reports, presentations, and meeting agendas, ensuring accuracy and timely delivery.
• Handle expense reports and credit card statements for the executive team, ensuring accuracy and prompt submission.
• Maintain office presentation and organisation, ensuring visitor space and resources are well managed and that the Director office areas and shared space are well stocked and professionally presented.
• Take primary ownership of the inbound email and manage process for actioning email when unable to handle directly.
• Updating of systems and manual data entry to support the business.
  
  

Event And Travel Management

• Organise external meetings and events together with the Relationship Manager. Identify and book venues as well as taking ownership of booking of resources, hospitality and logistics.
• Build rapport with VIPs and their support staff. “Get to know” needs of regular visitors to help pre-empt requests and deliver on any needs based on known preferences.
• Sharing seamlessly with the Relationship Manager, book travel and accommodation for the executive team and staff across all UK-based companies, complying with authorisation guidelines. Preparing and communicating detailed, confidential itineraries.
• Collaborate with the Marketing Director and Sales Director to manage the events calendar and manage invites to company hosted tables and events.
  
  

Project Management And Policy Coordination

• As needed identify, update and create Operating Procedures and instigate any Projects in related areas of responsibility.
• Support the Marketing Director with the creation, updating, and management of marketing materials and event schedules.
• Help manage and maintain documentation related to procedures, companywide process and policy library.
  
  

Sustainability And Compliance

• Continuously support the company’s environmental goals, looking for new opportunities to reduce environmental impact and promote sustainability practices.
• Ensure compliance with company guidelines, policies, and procedures, maintaining high operational standards across the office.
• Proactively share working process and procedures to administrative staff as new areas of the business develop and interface into your day-to-day activities.
  
  

Competencies And Qualifications

Exceptional Organisational Skills: Proven ability to be flexible and manage multiple calendars, prioritise tasks, and handle competing deadlines for multiple directors.

Time Management: Demonstrate efficiency in handling time-sensitive tasks, ensuring deadlines are met and executives are prepared for all engagements.

Discretion and Confidentiality: Ability to handle sensitive information with care, maintaining the utmost confidentiality in all communications and tasks.

Attention to Detail: Meticulous attention to detail, ensuring that documents, spreadsheets, reports, presentations, and itineraries are accurate and professional.

Strong Communication Skills: Excellent verbal and written communication skills, with the ability to liaise professionally with internal and external stakeholders at all levels.

Proactive Approach: Anticipates the needs of the executives and directors, taking initiative to ensure smooth day-to-day operations without needing constant supervision.

Problem Solving: Ability to handle unexpected situations and challenges under pressure, offering practical solutions to issues that arise.

Interpersonal Skills: Adept at building and maintaining strong relationships with colleagues, clients, and external partners.

Multi-tasking Ability: Capable of juggling a wide range of administrative tasks, from scheduling meetings to coordinating large events, while maintaining a high standard of work.

Technologically Proficient: Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint, Teams), with the ability to quickly learn new software or platforms as needed.

Skills

Desirable Skills

Experience in budget tracking, expense reconciliation, and financial reporting.

Where relevant, supplier contract management, including negotiation skills.

Experience in project management and leading cross-departmental initiatives.

Skilled in interpreting data, financial reports to inform decision-making.

Ability to create executive-level reports, dashboards, and presentations using data analytics tools like Excel including advanced functions like pivot tables and data visualisation.

Advanced level of expertise with Microsoft 365, including Power Automate, Teams, SharePoint, Planner and Excel.

Person Specification

Personality: Friendly and outgoing personality with a good sense of humour. Responsible attitude, discrete, dependable and punctual. Self-motivated, keen to develop their own skills.

Personal Situation: Able to commute reliably to the Colnbrook Head Office as well as other sites as required from time to time.

Very occasionally handle out-of-hours or time-sensitive schedule adjustments or executive team requests as needed.