Personal Assistant

Overview:

The role holder:

• Is in a high level Business Support role, working directly with one Senior Executive to provide full Confidential/Executive Assistant support, and may be required to provide specific administrative support to the Executives team.
• Will possess strong communication skills including the ability to handle confidential, difficult or sensitive information/ situations with diplomacy, discretion and sensitivity.

Key Deliverables:

• Provide efficient, responsive, and confidential Executive Assistant support to a Senior Executive, ensuring that the priorities of the Executive are actioned and achieved.
• Organise and summarise papers and reports, conducting additional research where necessary, to ensure that the Executive is in possession of all relevant background information needed.
• Manage all incoming communications (mail, telephone calls and messages); draft responses; redirecting where appropriate; obtaining additional information as necessary.
• Ensure efficient management of the Executive's diary. E.g. schedule appointments, travel itineraries and accommodation requirements, ensuring optimum use of the Executive's time.
• Utilise detailed business and organisational awareness to ensure effective engagement with senior executives and external contacts on behalf of the Executive.
• Will be required to manage and process the Executives expenses/invoices. Including budget management where directed by the Executive.
• May be required to support and/or deliver additional delegated responsibilities on behalf of the Executive e.g. Data lead, SHE, BCM, etc
• May, on occasion, be required to perform ad-hoc project work as directed by the Executive.

Key Skills / Experience:

Knowledge:

• Have experience of providing Confidential/Executive Assistant support to an Executive, or significant experience of providing an administrative service.
• Have experience of building and maintaining effective and professional relationships with senior Executives, and internal and external stakeholders at all levels within an organisation.
• Have a thorough understanding of how to deal with confidential information/issues, and how to record/store this confidential information appropriately.
• Have good understanding of the Company, its structure and relevant procedures.
• Have good knowledge of the key senior stakeholders for the executive are, including having a good awareness/ understanding of the Management/Leadership team.

Skills:

• Developed and strong administrative skills. Including preparation of documentation for review at Business Management Committee/Functional Council meetings, to the required format and standards.
• Excellent IT Skills - Advanced knowledge of MS Office (PowerPoint, Outlook, Word, Excel), able to touch-type.
• Experience of using digital communication mediums.
• Good working knowledge of relevant company IT systems.
• Strong problem-solving skills: Identify problems through basic analysis and recommend underlying issues/causes
• Will problem solve by making judgements based on practice and previous experience.
• Demonstrable SMART (Specific, Measurable, Achievable, Realistic and Timed) time management skill
• Effective communication skills, with the ability to communicate with tact and diplomacy, with all levels of internal and external stakeholders.
• Able to effectively articulate information in a logical and concise way that is appropriate to the intended audience.
• Capable of managing confidential and sensitive information (business and personal) and act with tact, total discretion and sensitivity at all times.