PERSONAL ASSISTANT

To work closely with the Executive Director to provide administrative support, usually on a one-to-one basis. The PA will help the ED to make the best use of his time by dealing with secretarial and administrative tasks. 

Typical work activities may include:

• screening telephone calls, enquiries and requests, and handling them when appropriate
• meeting and greeting visitors at all levels of seniority
• organising and maintaining diaries and making appointments
• dealing with incoming email and post, often corresponding on behalf of the ED
• taking dictation/minutes
• carrying out background research and presenting findings
• producing documents, briefing papers, reports and presentations
• organising and attending meetings and ensuring their manager is well-prepared for meetings
• liaising with clients, suppliers and other staff
• deputising for the ED, making decisions and delegating work to others in the ED's absence
• devising and maintaining office systems, including data management, filing, etc.
• arranging travel and accommodation and, occasionally, travelling with the ED to take notes / dictation at meetings or to provide general assistance during presentations

In addition to supporting the ED, his team and departments, the PA will also have his/her own personal workload and responsibilities. The scope of the PA's role may be extensive and additional duties may include:

• carrying out specific projects and research
• responsibility for accounts and budgets
• taking on some of the ED's responsibilities and working more closely with management
• being involved in decision-making processes

University first degree in a relevant field, minimum second class lower

Skills such as shorthand or audio typing and foreign language ability may increase your earning potential

• excellent written and oral communication skills
• excellent word processing and IT skills, including knowledge of a range of software packages
• honesty and reliability
• excellent organisational skills
• the ability to work on your own initiative and to tight deadlines
• flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines
• an understanding of confidentiality issues and the use of discretion

• Minimum two years' relevant working experience, probably gained in a more junior secretarial or administrative role

PERSONALITIES AND ATTRIBUTES:

• Must display original thinking, be very analytical and determined
• They must be goal-driven, and be able to work in a fast-paced environment
• They have to be self-regulated and should be able to work independently
• Good interpersonal and communication skills are also required
• Proficiency with basic computer application and industry-related software is required
• Working hours are mainly eight to five, possibly with some extra hours at peak times and when deadlines are close.
• There is frequent contact with people, either face to face or by telephone or email
• Travel within a working day, absence from home overnight and overseas work or travel may arise