Go Back
Personal Assistant
- Administrative office management jobs
- Management (incl. project, product management & human resources)
- Transport, Logistics, Procurement, Import/Export Jobs
Description
-
Act as first point of contact for the Director(s) and manage electronic communications, ensuring that these are prioritised, that deadlines are considered, and that appropriate action is taken.
-
Manage logistics for the Director including management of diary, travel planning and expenses, to ensure effective utilisation of the Director’s time and value for money.
-
Arrange meetings for which the Director(s) have responsibility, ensuring that consideration is given to the most effective and efficient use of time and cost.
-
Prepare correspondence, papers and presentations as required, and ensure that all meeting papers are provided in good time for the Director and attendees. Proof reading and attention to detail are essential.
-
Attend Leadership Team meetings and produce accurate records as required; maintain and update action log when required by the Director(s).
-
Maintain documents and files to ensure that these are accurate and up to date.
-
Collate and analyse data and information and produce financial, resource and other reports to inform effective decision making.
-
Develop and maintain the Director’s filing system (paper and electronic), ensuring security of papers and liaising with the team’s SHARE Information Manager where appropriate.
-
Build effective working relationships with colleagues across National Highways and externally, to develop cooperation and contribute to the continuous improvement of services.
Responsibilities
-
Experience of working as a personal assistant at a senior level.
-
Proven ability to work effectively with others in an office environment and equally use your own initiative to work alone whilst providing an efficient service.
-
Ability to support delivery of projects to a high quality with attention to detail ensuring accuracy and timelines.
-
Be a team player and people person – support the divisional directors in their desire to make the function the best it can be, be proactive and innovate in generating suggestions / ideas to enhance team spirit whilst being actively involved to implement them.
-
Be willing to chase deliverables and key information from team members.
-
Ability to use office software products to produce and maintain a range of documents including presentations and spreadsheets.
-
Possesses strong interpersonal skills in dealing with all levels of management and different cultures, confident in communicating on all levels, develop strong working relationships within the organisation and learn the formal and informal organisation structure and processes to assist in goal achievement.
-
Handles department and Company sensitive information with upmost discretion to ensure confidentiality, proving to be trustworthy and honest and maintain integrity at all times
-
Commercial experience is desired but not essential.
Hard Skills
- Data Analytics
- Windows operating system
- Scheduling and business planning
- Videoconference preparation
- Memo preparation
- Data entry
- Document management
- Business correpondence
- Multi-line phone proficiency
- Customer relations
- Relationship building
- Cross-functional collaboration
- Process improvement
- Timelines
- Deliverable management
- Meeting minutes
- Advanced language knowledge
- Advanced writing skills
- Proofreading and editing skills
Soft Skills
- Communication
- Listening
- Team player
- Skilled Collaborator
- Attention to detail
