Personal Assistant to Director
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Key skills for this role
About the Role
We are seeking a Personal Assistant to provide high-quality organizational support to a Director. You will manage diaries, travel, meetings, correspondence, and bid support, ensuring efficient operations and effective communication.
Key Skills for This Role
Responsibilities
- Provide high quality organizational support services to the Director
- Manage diary commitments, travel arrangements, and meeting schedules
- Handle correspondence, emails, and phone calls, filtering and prioritizing as needed
- Prepare presentations, reports, and bid submissions
- Organize and maintain effective filing systems
- Coordinate meetings, events, and Board meetings including minute taking
Requirements
- Experience as a Personal Assistant or Executive Assistant
- Strong organizational and communication skills
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.
Diary and Travel Management
- Ensure busy diary commitments and travel arrangements are managed effectively.
- Conduct weekly diary meetings with the Director.
- 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.
- Making travel arrangements and booking accommodation.
Meeting and Event Management
- Provide support for an extensive range of meetings.
- Management of Board meetings including plotting dates, management of Board pack and invitations, minute taking.
- Planning, managing and organising client and staff events.
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 of consistent quality.
- Follow Director's instructions on any other bid tasks.
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