Personal Assistant to Director

5 months ago

Sleaford, United Kingdom Affinity Flying Services Full time

**Essential Experience**:

- Ability to work autonomously with a flexible and enthusiastic approach prepared to get the work done that is required to ensure the business meets its objectives.
- Previous experience as a PA, Executive Assistant or Secretary for a senior leader
- Proven background in reception, team support and administration functions
- Experience of working with senior management and/or board level
- Experience of writing and proof-reading high level, sensitive documents
- Demonstrable experience of supporting a diverse and vibrant Leadership Team, including travel bookings and meeting logistics
- Strong demonstrable experience in minute taking, with a keen eye for detail and presentation in a timely manner

**Essential Qualifications**:

- Educated to A Level or Equivalent
- Full Driving Licence

**Desirable Qualifications**:

- PA or Business Qualification
- Microsoft Office Qualification

**Essential Skills**:

- High level of professional ethics, maintaining privacy, confidentiality, and integrity always.
- Exceptional attention to detail
- Excellent IT skills with Microsoft Office, SharePoint and able to learn and use new systems easily.
- Highly organised with a focus on ensuring tasks are completed in a timely and accurate manner.
- Demonstrates a flexible approach to work, is self-motivated and able to manage multiple priorities
- Clear and confident communication skills, both verbal and written
- Ability to always work with resilience and the utmost integrity
- Ability to prioritise and organise on a continual basis.
- Exemplary time management
- High levels of confidentiality and diplomacy
- Ability and confidence to act autonomously in a fast-paced environment in a timely manner

**Essential Behaviours**:

- Must be a dynamic, creative, proactive, and engaging character.
- Role modelling Affinity’s values in everything you do
- Confident and credible communicator with excellent interpersonal skills, able to deal effectively and establish rapport with people quickly and at all levels.
- Diplomatic and approachable
- Team player with excellent organisational skills and attention to detail
- Able to take ownership of tasks and use initiative to solve problems, exercising appropriate level of judgement.
- Ability to work effectively under pressure and to strict deadlines, prioritising with a flexible approach

Core Role Responsibilities:

- Work directly with the MD to support all aspects of daily routine.
- Coordinate complex scheduling and extensive calendar management and all associated arrangements to ensure the smooth running of scheduled and to optimum effectiveness of the MD’s time, to include agenda, briefing materials, packs, travel (foreign and domestic) and refreshments.
- Prioritise and manage all aspects of daily correspondence, including assessing and redirecting matters to colleagues or handling matters personally as appropriate.
- Keep the MD advised of any time-sensitive and priority issues, ensuring appropriate follow-up.
- Work closely and confidentially with the Board and Finance Director, as directed by the MD, to support smooth Board and governance functions.
- Manage meeting agendas and ensure that the preparation of and collation of all required materials is completed in a timely fashion, including but not limited to taking minutes, recording, and distributing actions as required.
- Providing peripheral support for the Leadership Team and Senior Management Team as required
- Preparation, including design where appropriate and production of presentations, correspondence and reports / background research as required.
- Meeting and greeting of visitors and arrangement of catering as required.
- Plan and arrange complex travel to include booking travel to include flights, taxi and hotels for the MD and the Leadership Team and for others across the business as required.
- Arranging corporate events - organising refreshments and catering requirements
- Collating and filing monthly company credit card expenses
- Working with the Head of HR, arranging training and development as required for the Leadership Team, including payment and transport requirements.
- Maintaining administrative control of the MD’s budget, processing invoices and monthly expense claims for the MD, ensuring the expenses policy is always adhered to.
- Responsible for the monthly upload and distribution of the Board Reports to include ensuring all data is provided and the presentation is prepared on time in line with internal and external deadlines.
- Provide strong support in administration of the executive internal control environment

**Job Types**: Full-time, Permanent

**Salary**: £35,000.00 per year

**Benefits**:

- Additional leave
- Bereavement leave
- Company events
- Company pension
- Cycle to work scheme
- Enhanced maternity leave
- Enhanced paternity leave
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site gym
- On-site parking
- Paid volunteer time
- Priva

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