Personal Assistant to Managing Director

Posted 8 March by Encore Personnel

The PA to the managing director must be aware of the organisations aims and objectives and work to help the MD make the best use of his time by assisting in various projects as well as dealing with all secretarial and administrative tasks. The PA will be the first point of contact with both internal and external people. Discretion and confidentiality are essential attributes to be successful at this role.

Main Tasks:

  • Diary management - outlook experience essential
  • Booking meetings/appointments
  • Business travel - booking flights, hotels, car hire, valet parking etc
  • Organising visas
  • Arranging visa invitation letters to overseas visitors
  • Maintaining MD's travel log
  • Maintaining MD's planner
  • Reconciling monthly expenses
  • Check report produced by receptionist for staff sickness/holiday is correct-daily update of sickness absence report
  • Fielding calls for MD & taking messages
  • HR Administration - contracts/offer letters, relevant paperwork, maintaining personnel files. Liaise with outsourced HR dept. on any disciplinary occurrences.
  • Pension & death in service administration - liaison with pension administrators
  • Organising food/refreshments for business lunches
  • Provide cover when necessary for Reception duties- mainly absence report and incoming/outgoing post and Boardroom bookings
  • Inputting and updating contact details into Outlook
  • Managing office and window cleaners and cleaning contracts
  • Managing landscapers/gardeners contract
  • Carrying out research for particular projects as requested by MD
  • Organising corporate & staff events
  • Assisting with the organisation of exhibitions and possibly attending if required
  • Managing First Aid and Fire Marshall training
  • Maintaining staff car park records
  • Taking minutes at various management meetings & typing up minutes
  • Organising interviews/ liaising with recruitment agencies
  • Organising squash box matches
  • Purchasing various items for MD as and when required
  • Paying personal bills for MD
  • Organising medical/dental appointments
  • Organising MD's personal/family cars - insurance, MOT, servicing, repairs etc.
  • Organising MD's personal hobby of motor racing - insurance, track/test days, flights & hotels where required. Arranging flights/hotels for race team
  • Assisting MD with personal holiday/events
  • Ad hoc paperwork & duties

Technical & essential Skills

  • Knowledge and experience with complex travel and flight itineraries, particularly international travel/hotel bookings
  • Experience of working for Directors/Senior Management
  • Excellent Diary Management with the ability to pre-empt and look ahead at all times
  • Essential experience in Microsoft Office- Outlook/Word/Excel/Powerpoint

Interpersonal Skills

  • Ability to multitask and experience of dealing with a demanding role and high-level workload
  • Ability to prioritise work and manage time effectively and be proactive
  • Excellent Organisational skills
  • Communication skills - the ability to communicate well at all levels
  • Demonstrate a professional manner at all times and possess the ability to remain calm under pressure
  • Self-motivated
  • Ability to maintain a high level of discretion
Encore Personnel are an Equal Opportunities Employer. Specialist Recruiters in the Technical/engineering, Industrial, Driving, Energy and senior appointment sectors. Supplying nationally. Encore offer a "refer a friend" reward scheme where you could receive a gift of up to £500.

Required skills

  • Personal Assistant

Application question

Do you have your own vehicle?

Reference: 34641231

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