Personal Assistant to Director
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Key skills for this role
About the Role
Provide high-quality organizational support, manage communications, diary, travel, and meetings, requiring strong interpersonal and organizational skills.
Key Skills for This Role
Responsibilities
- Provide high quality organizational support services to the Director
- Manage diary commitments and travel arrangements
- Filter general queries, phone calls, and invitations
- Prepare correspondence, memos, reports, and presentations
- Organize and maintain effective filing systems
- Coordinate meetings, events, and board meetings
- Take minutes and track action items
- Support bid submissions and prepare bid presentation material
Requirements
- Experience in providing high quality organizational support to senior management
- Strong diary and travel management skills
- Excellent communication and interpersonal skills
- Proficiency in Microsoft Office and digital filing systems
- Ability to handle confidential information with discretion
Full Job Posting
PA's Administrative Duties
- Provide high quality organisational support services to the Director.
- Bring the administrative team together to work as one team.
- Word processing correspondence, memos and reports.
- Prepare presentations.
- Organise and maintain effective filing systems (including digitally).
- Ensure compliance in the team around expenses, travel, hotel bookings, client care, risk management.
- Keep and maintain an accurate record of papers, electronic email correspondence and contacts list.
- Building connections with PAs/EAs in the region and especially with clients.
- Full Board meeting management.
- Minute taking and action tracking.
Email and Phone Call Management
- Filter general queries, phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate.
- Develop and maintain effective electronic email filing system.
- Highlight urgent correspondence and print attachments.
- Prepare correspondence on behalf of the Director, including the drafting of general replies if instructed.
Diary and Travel Management
- Ensure busy diary commitments and travel arrangements are managed effectively including assessing priority of appointments, reallocation as necessary and troubleshooting problems.
- Conduct weekly diary meetings with the Director to discuss upcoming engagements, invitations and other requests.
- Coordinating and arranging video and conference calls.
- Schedule on behalf of the Director meetings between him and his direct reports.
- Liaise with relevant individuals and external organisations to arrange meetings, organise schedules, prepare agendas and draft minutes.
- Making travel arrangements and booking accommodation.
Meeting and Event Management
- Provide support for an extensive range of meetings, including providing location maps, preparing agendas, pre meeting briefings and meeting papers, noting action points and following them up.
- Management of Board meetings including plotting dates for the year, management of Board pack and invitations, minute taking and distributions of minutes, organising travel arrangements of attendees.
- Planning, managing and organising client and staff events and providing administrative support such as sending invitations, booking venues and arranging transportation.
Bid Support
- Prepare bid submissions including formatting of documents, selecting images, identifying CVs and sourcing case studies.
- Production of bid presentation material.
- Ensure all bids are timely submitted and are of consistent quality as per client instructions.
- Follow Director's instructions on any other bid tasks.
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