PA to Directors

Reports to: Directors

Location: Hertford, Hertfordshire

Job Type: Full-time, Monday - Friday (with out of hours work)

Department: Entertainment/Social

PA to Directors plays a critical role in supporting senior management by handling administrative tasks, managing schedules, and ensuring smooth day-to-day operations. 

This role provides high-level administrative and organizational support to the company's Directors, ensuring their day-to-day functions are executed efficiently. The PA is expected to manage schedules, coordinate meetings, communicate on behalf of the Directors, and assist with a variety of tasks, from managing travel arrangements to handling confidential information.

Key Responsibilities:

• Calendar and Schedule Management:
• Manage and prioritize the Directors' and Talent calendars, ensuring meetings, appointments, and deadlines are met.
• Coordinate internal and external meetings, conference calls, and Zoom/Teams meetings.
• Proactively prepare for meetings, including gathering necessary materials, briefing notes, and background information.

• Travel and Accommodation Arrangements:
• Organize domestic and international travel, including flight bookings, hotel reservations, transport logistics, and itineraries for both Directors and Talent.
• Ensure Directors and Talent have all necessary travel documents and arrange for any special requirements (e.g., visas, boarding passes, etc.).

• Communication and Correspondence:
• Act as a liaison between the Directors and other staff members, clients, brands.
• Handle confidential communication and maintain discretion when dealing with sensitive information.

• Meeting Coordination:
• Schedule and organize meetings, including arranging venues, catering, and technical setups for presentations and calls.
• Take and distribute meeting minutes and follow up on outstanding tasks.

• Event Planning and Coordination:
• Assist in organizing company events (Christmas Parties, Quarterly Company Events), off-site meetings, including logistics, invitations, and on-site support.

• Expense Management:
• Prepare and process expenses and receipts for Directors and Talent
• Liaising with company accounts department to raise and chase invoices 

• General Administrative Support:
• Perform general office duties such as filing, office supply management, and assisting with the day-to-day running of the office.
• Coordinate with other staff to ensure efficient office operations.

Key Requirements:

• Experience & Skills:
• 2+ years experience as a Personal Assistant or Executive Assistant to senior management or Directors.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• High level of discretion, confidentiality, and professionalism.
• Proficiency in Gmail, Google Docs and all other Google applications
• Ability to manage time effectively, prioritize tasks, and meet deadlines in a fast-paced environment.
• Knowledge of the industry and social media platforms 

• Personal Attributes:
• Strong attention to detail and accuracy.
• Proactive and self-motivated with a positive, can-do attitude.
• Ability to work under pressure and handle competing demands.
• Flexible and adaptable to changing priorities.