Personal Assistant

Personal Assistant (Marine)
Southampton
Permanent
Full Time - 37.5 hours

Up to £40k
A well established marine manufacturer based in Southampton are looking for an experienced Personal Assistant (PA) for the companies CEO and Head of Design.
Duties

• Provide weekly overview/reminder sheets to CEO and Head of Design and continue daily reminders throughout week.
• Dairy management.
• Monitor incoming sales enquires, ensure they are responded to promptly, keeping full audit trail of correspondence.
• Send weekly sales update to management team.
• Proposals, create proposal documents using Indesign and Adobe.
• Contracts, assist preparation for sending following strict checklist procedures.
• Create a key contractual obligations sheet for each new project.
• Arrange client meetings, both on site and via zoom.
• Take minutes in meetings, type up and distribute ensuring all required actions are completed where necessary.
• Meeting room diary management and keep on top of hospitality supplies.
• Arrange monthly management meetings, take minutes and circulate, ensuring all actions are complete prior to next meeting.
• Keep passwords and contact sheet up-to-date.
• Organise travel - flights/ferries/transfers/car hire and insurance etc.
• Assistance in personal tasks for CEO including personal appointments, travel, holidays, house task management.

Design Team specific duties:

• Maintain holiday records for the design team.
• Provide weekly/bi-weekly update of design deliverables to management team.
• Weekly project plan reviews with Head of design, relaying feedback to designers.
• Implement induction pack for all new starters in design team (alongside Head of Design).
• Organise design team huddles as and when required.
• Work alongside designers on large projects to ensure contracted goals are being met.

Events & Marketing duties:

• Liaise with PR and marketing consultant to ensure all marketing and advertising activity is signed off on schedule.
• Liaise with PR and marketing consultant to ensure monthly social media activity is planned and approved.
• Take and provide social media content onsite where able and at events.
• Keep marketing planner spreadsheet updated with annual activity and a record of imagery.
• Liaise with creative agency/web design agency to update website when required.
• Research, design and ordering of branded promotional products.
• Arrange annual digital Christmas card, design and distribution.
• Arrange Christmas hampers for selected clients, create recipient list, source all contents, prepare and pack by hand, ensuring all delivered successfully.
• Arrange Staff Christmas party and additional staff events throughout the year.
• Research, book, organise attendance & sponsorship for events.
• Attend events with CEO & Head of Design where applicable.
• Monaco Yacht Show attendance and organisation of collaborative events.
• Assistance in organising CEO’s European driving tour event.
• Keep the annual costs spreadsheet up to date with all spend relating to marketing and hospitality, recording all invoices and credit card payments.

Additional requirements:

• International travel.
• Out of hours & weekend working from time to time.
• Driving license preferred.

To be considered for this role, you must have at least 3-5 years experience in a similar capacity covering PA and event management, ideally within the marine or manufacturing sector.
You will be highly organised, committed and flexible.
You must be willing to work out of hours and travel overseas on odd occasions