Personal Assistant

3 weeks ago


Belfast, United Kingdom Reed Business Support Full time

**PA to CEO**

**A well-established organisation based in Belfast, are currently seeking an experienced PA to CEO, to join their team.**

This is a Full-time, Temporary Position 6 -12 months with the potential to be made permanent

Working hours: Monday to Friday (37 hours per week)

With a salary of £26,017 to £26,575 per annum

**Job Purpose**:
As PA to the CEO, you will be required to provide a high quality, efficient, effective, confidential, and professional administrative support service to the CEO and when required, the wider Senior Executive Management Team.

**Essential Criteria**:

- 5 GCSE’s grades A-C (including English Language and Maths) **OR** equivalent **OR** Leaving Certificate (Standard/Ordinary Level) - 5 grades A-C (including English Language and Maths) or equivalent
- RSA Stage II typing (or equivalent)
- A minimum of 3 years relevant experience in a Personal Assistant role at Senior level
- Excellent IT skills with the use of ICT Packages i.e. Word, Outlook, Excel, and PowerPoint
- Previous and demonstrable experience of diary management (to include arranging meetings and conferences)
- Excellent communication skills, both written and verbal with the ability to communicate with stakeholders at all levels
- Ability to manage and prioritise a busy workload - while adhering to tight deadlines
- Ability to work on your own initiative as well as part of a team

**Desirable Criteria**:

- LCCI Executive Secretary’s Diploma (or equivalent)
- At least 3 years’ experience of working for a Chief Executive in a Personal Assistant’s role
- Experience of developing effective administration and support systems

**Main Duties and Responsibilities**:

- Provide a comprehensive secretarial service including managing internal and external correspondence to the Chief Executive
- Handle all correspondence, both post and electronic mail, on behalf of the Chief Executive, responding as appropriate on their behalf
- Manage the Chief Executive’s diary including arranging appointment and meetings within guidelines, to ensure the effective use of time
- Co-ordinate and organise meetings with external officials from both the public and private sector. This includes government departments, economic development and enterprise agencies, universities, councils and businesses, funding bodies etc.
- Screen telephone calls, taking messages, referring calls, and answering routine queries as appropriate
- Minute management meetings and other meetings as required and distribute minutes as appropriate
- Co-ordinate senior management meetings and compile all necessary papers, agendas, and minutes of meetings
- Ensure briefing documents and papers are prepared and proofed for the Chief Executive in advance of meetings/presentations
- Manage all procurement of travel arrangements for the Chief Executive and Senior Executive Management Team as required, arranging travel, visas, and accommodation and, occasionally, travelling with the Chief Executive to take notes or dictation at meetingsor to provide general assistance during presentations
- Draft letters and papers for the Chief Executive’s approval
- Produce reports, papers, proposals, letters, memos, or charts using Word, Excel or PowerPoint as required
- Organise corporate hospitality for meetings and small events
- Undertake ad-hoc duties as directed by the Chief Executive


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