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Personal Assistant

4 months ago

Birmingham, United Kingdom Vivo Talent Solutions Full time

Position: Personal Assistant (PA)

Location: Birmingham, UK

Type: FTC or Temp

Reports to: C-Suite Executives


Job Summary

We are seeking a highly organised and proactive Personal Assistant to join our client's team in Birmingham. The successful candidate will provide comprehensive support to our C-suite executives, ensuring smooth and efficient management of their day-to-day activities.


Key Responsibilities

  • Efficiently manage and coordinate the diaries of C-suite executives, scheduling meetings, appointments, and events.
  • Ensure timely communication and confirmation of appointments.
  • Arrange domestic and international travel, including flights, accommodations, and transportation for C-suite executives.
  • Prepare detailed travel itineraries.
  • Handle and process expense reports for C-suite executives, ensuring timely submission and reimbursement.
  • Maintain accurate records of all expenses.
  • Plan and coordinate Lunch & Learn sessions, including scheduling, catering, and logistics.
  • Ensure smooth execution and follow-up of these sessions.
  • Oversee the booking and availability of internal meeting rooms.
  • Ensure all meeting rooms are equipped and prepared for use.
  • Attend Executive Committee (ExCo) meetings to take detailed and accurate notes.
  • Distribute minutes and follow up on action items as required.
  • Organize and manage various ad-hoc events, ensuring all logistical aspects are handled efficiently.
  • Coordinate with vendors and stakeholders to ensure successful event execution.


Experience

  • Proven experience as a Personal Assistant or in a similar administrative role.
  • Exceptional organisational and time-management skills.
  • Strong communication and interpersonal abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle sensitive information with discretion and maintain confidentiality.
  • Flexibility and adaptability to changing priorities and deadlines.
  • Detail-oriented with the ability to multitask and prioritise effectively.
  • Experience in managing travel arrangements and expenses is preferred.


If this sounds of interest, please don’t hesitate to send an up-to-date CV for immediate consideration.