Personal Assistant

Posted 20 February by MTrec Recruitment and Training Easy Apply

The Company

We are proudly representing our public sector client based in Durham for their search for a Personal Assistant. They now have an immediate requirement to recruit for a temporary assignment to start in April 2018 to cover maternity leave for 12 months.

The Role

  • Provision of a comprehensive, efficient and confidential personal assistant service to the Chief Executive/Director.
  • Act as the key contact for the Chief Executive/Director to ensure that business needs are prioritised and managed effectively.
  • Maintain and administer an electronic diary on behalf of the Chief Executive Director to arrange appointments and meetings.
  • Monitor email inboxes in a confidential and sensitive manner to ensure important matters are advised, actioned or delegated as appropriate.
  • Receive and welcome visitors.
  • Maintain electronic and manual filing/retrieval systems, in accordance with the clients document and records management policy.
  • Produce documents, reports, letters, presentations etc. from copy, dictation and audio, including the production and updating of spreadsheets and presentations.
  • Provide clerical and administrative support for meetings as required including the organisation of the meeting, booking of venues, co-ordinating papers and taking minutes/actions.
  • Co-ordinate responses to letters/correspondence and to website/intranet feedback queries including processing mail on behalf of the Chief Executive/Director.
  • Answer/deal with telephone and personal enquiries from a wide range of contacts regarding a variety of issues;
  • Monitor and chase up progress of tasks on behalf of the Chief Executive/Director arising from meetings, correspondence and phone calls.
  • Undertake research and manage small projects.
  • Co-ordinate the submission of reports and documents within specified timescales and protocols.
  • Arrange travel and hospitality requirements.
  • Participate in appropriate training initiatives as and when required.
  • Planning, prioritisation and co-ordination of own/team work.
  • Work closely with the other Personal Assistants, including providing holiday cover, to ensure an appropriate level of support is always available to the Senior Management Team.

The Person

  • Educated to NVQ Level 3 or equivalent in a relevant subject.
  • Experience of working as a personal assistant at a senior level.
  • Experience of organising and supporting meetings.
  • Experience of working flexibly and under pressure, to tight deadlines in a fast changing environment.
  • Excellent ICT skills including: Word, Excel, Powerpoint, SharePoint.
  • Excellent verbal and written communication skills.
  • Ability to prioritise workload and keen attention
  • Able to work under pressure and to tight deadlines in a fast changing environment.
  • Ability to work with confidential and sensitive information.
  • Ability to work on own using initiative and as part of a team.
  • Problem solving skills.
  • Professional.
  • Approachable.
  • Self-motivated and enthusiastic.
  • Tact, discretion and confidentiality.
  • Political sensitive.
  • Flexible approach to work.

Reference: 34517646

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