Personal Assistant

1 week ago

Hebburn, South Tyneside, United Kingdom A&P Tyne Ltd Full time

Purpose of the Role


Reporting to the Managing Director, the Executive Assistant's role is to support the Managing Director and local team to achieve the company objectives by offering executive-quality administrative support.


Main Duties and Responsibilities

  • Taking Minutes of Meetings
  • Looking after the Managing Directors diary (setting up meeting times with others in the business)
  • Arranging all travel and accommodation for MD and the Directors.
  • Face to face reception of visitors.
  • Setting up the smooth running of the MDs office.
  • General point of contact for the MD and coordinates tasks with his Senior Management team.

Expectations

  • Alert MD and Directors of any issues which might have a detrimental impact on the business, including Planning Applications etc.
  • Allocation of several meeting rooms for meetings including the preparation and settingup of rooms, provision of lunches, beverages etc.
  • Charity Committee Secretary arrange, attend, and take Action Minutes of meetings. Chase through ideas and keep momentum for Charity of the Year fundraising events.
  • Establish good relations with local Councils, the workforce and UNION members.
  • Holder of Corporate Credit Card keep accurate records of spend, also receiver of text codes necessary to verify payments. Limit of card £10k.
  • Keep up to date with what is happening in the industry through Linkedin, various journals and news reports.
  • Liaison with the local council.
  • Marketing Gifts ensure a good supply is maintained and a variety of marketing gifts are always available.
  • MDs Expenses produce a monthly spreadsheet with appropriate receipts. Seek approval from Group CEO for expenses.
  • Offsite Conferences e.g. Strategic Review Meetings to compile packs, arrange, attend and take notes.
  • Ordering of business cards for all entities' management teams.
  • Photocopy Paper ensure there is adequate supplies in the Main Office and order as required.
  • Photograph Library to ensure storage of photos either on CD format or on Cloudbased platform. Respond to all requests within A&P for photographs whether current or historical.
  • Photography keeping in touch with local Photographer and capturing every vessel which visits port. (Still images are still vital for Bids, publications, and Case Studies etc).
  • Providing a Bank Holiday Cover sheet for all Bank Holidays, to ensure adequate Director/Management coverage is available and then circulating throughout the Group.
  • Providing Weekly Diary movements to enable the production of the Weekly Management Schedule an 'at a glance' view of management meetings in the week ahead.
  • Safety Dashboard ensure Reception Safety Dashboard is updated monthly.
  • The role involves attending Plan of the Week and Monthly Management Meetings to take notes and produce timely Action Logs/Minutes. Sending timely reminders for papers.
  • Timely, confidential, and accurate administrative support to the MD, other local Directors and visiting Directors, customers and VIPs.
  • Travel, accommodation and restaurant bookings for the SMT.
  • Various A&P correspondence all general and random enquiries are passed to PA to deal with, including queries from members of the general public, A&P's neighbours, A&P employees (various advice and queries) and their families (usually about charity sponsorship, history of The Facility etc).
  • Visits make all the necessary arrangement for VIP visitors including room allocation, PPE, gifts, brochures, catering, beverages, passes etc.
  • Weekly Management Reports sending timely reminders and compiling a draft report for MD. Sending final report on Fridays to the Weekly Report Group.


The Personal Assistant requires a very varied set of skills, both technical and soft skills, from being able to be very precise and attentive to detail while multitasking, to coming up with very creative solutions for specific problems.


There is no real routine for a Personal assistant, as business and executive needs tend to change from day to day.

The working schedule of an PA is always open to change, so flexibility is an important trait required for the job

Job Types:
Part-time, Permanent

Part-time hours: 16-25 per week

Benefits:

  • Company pension
  • Onsite parking

Schedule:

  • Monday to Friday

Ability to commute/relocate:

  • Hebburn, NE31 1SP: reliably commute or plan to relocate before starting work (required)

Work Location:
One location

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