Personal Assistant

2 weeks ago

Reading Berkshire, United Kingdom Independent Project Analysis Full time

Personal Assistant

Location: Reading, UK (Office based role)

Position type: Full-Time & Fixed-Term 

Duration: Until April 2025

Hours: 08:30 to 17:30

Salary: £38-£40,000

IPA (Independent Project Analysis) have an opportunity for an experienced Personal Assistant to join the team on a contract basis until April 2025.

Supporting our Global Managing Director, you'll manage their complex schedule, anticipate needs, and ensure seamless execution of key tasks. 

This role would suit someone who is confident, level-headed, pro-active, and detail-oriented with previous experience working with C-suite in a global organisation.

Key areas of responsibility

  • Managing and coordinating the Managing Director’s schedule, diary, and emails.
  • Arranging local and international business travel, including securing relevant travel visas.
  • Liaising directly with clients to support existing client relationships on behalf of the Managing Director and taking meeting minutes where required.
  • Compilation of data for, as well as generating and editing business reports and presentations.
  • Event management - internal team seminars and events; external client conferences and seminars.
  • Support for administrative functions including: Project Scheduling, New Business Proposals, Business Invoicing, Office Facilities and Reception.
  • Expenses reconciliation.

Required Skills and Experience

  • Demonstrable experience working with senior level executives to manage diaries; co-ordinate meetings and video conferences; arrange and manage complex travel itineraries and visa applications and reconcile expenses.
  • Highly organised with strong attention to detail, excellent time management and able to effectively manage conflicting time-sensitive priorities.
  • Able to proactively look ahead and communicate potential issues or problems to relevant stakeholders.
  • Able to always maintain professionalism and discretion.
  • Well-developed interpersonal skills to liaise effectively with both internal and external stakeholders, as well as people from other cultures.
  • Ability to undertake and be comfortable in a client-facing and event management role.
  • Availability to travel internationally if required, with advance notice, including to the United States.
  • Driving Licence and own car as well as other languages would be advantageous but is not essential.

Required Education, Skills and Right to Work

  • High general standard of education is essential including English and Maths.
  • Demonstrable experience of Microsoft Office including Excel and PowerPoint.
  • Accurate and quick typing skills.
  • Excellent written and oral communication including fluency in English.
  • Eligibility to work in the United Kingdom without sponsorship requirements.

About IPA

IPA is a leading capital projects think tank with offices in the United States, the United Kingdom, Australia, Brazil and Singapore 

IPA is the preeminent global benchmarking and consultancy for capital projects. IPA guides capital-intensive organisations to establish the right combination of people, work process, and governance to maximise cost, schedule, safety, and operability performance. We have a dataset of more than 21,000 capital projects as the basis of our work. Our clients are leading companies in the process, extractive, and technology sectors who conduct capital projects in the petroleum, minerals, infrastructure, chemicals, and renewables. IPA is committed to social and ethical responsibility and all global offices initiate or participate in local charity initiatives to support those in need.

IPA is an Equal Opportunities employer.

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