Executive Assistant

4 months ago

Inverness, United Kingdom PLM Dollar Group Ltd TA PDG Aviation Services Full time

PDG Aviation Services is one of the leading aircraft operators in the UK and Ireland. We are currently looking to recruit an Executive Assistant for Maternity Cover for a fixed-term period of up to 14 months.

This position will be located at our Head Office at Dalcross Industrial Estate. The working hours are 35 hours per week, Monday to Friday between 9am - 5pm or during business hours (business opening hours being 8am - 6pm).

**Key Responsibilities**

Commercial:

- Participating in contract reviews and ensure that specific commercial issues, risks, and opportunities requiring management are understood and communicated.
- Provision of commercial support in the preparation of tenders and new business proposals where required.
- Support the Business Development and Sales teams to qualify all opportunities, enabling accurate prioritisation and positioning within the team and business workload / resource planning.
- Engage with Intermediate and End User customers as required, to support the accurate definition of requirements and development of 'Bid-win' theme.
- Documentation and Reporting: Prepare and edit correspondence, presentations, reports, and other documents as required.
- Managing business suppliers and contracts i.e., security, insurances, utilities etc.
- Ensure all facilities and maintenance issues are dealt with in a timely manner.
- Checking accuracy of third-party invoices against subcontract agreements and approve.
- Process and Investigate Noise Complaints including follow up procedures.
- Administrative Support: Provide general administrative assistance and handle other ad hoc tasks as required including assistance with External Audits in relation to Supplier Accounts.
- Co-ordination of ESG (Environmental, Social and Governance) reporting.

Human Resources:

- Assisting with the development and review of HR policies, procedures, and programmes to ensure compliance with employment law, regulations, and best practices.
- Supporting Line Managers and New Employees during the recruitment and onboarding processes.
- Keeping up to date with UK employment legislation and best practices and advising of potential impacts and recommended action.
- Working with managers to address employee concerns, investigate, and resolve employee relations issues.
- General HR Administrative tasks: distribution of letters, filing & file maintenance, note taking, and other administrative tasks.
- Attend Management Board meetings and produce accurate meeting minutes, issue to Partners and Directors in a timely manner.

**Key Requirements**:

- Previous experience in a similar role is preferred.
- Maintain confidentiality at all times.
- Excellent communication skills both written and verbal.
- Excellent time management and organisational skills.
- Ability to multitask and prioritise.
- Self-motivation and ability to work on own as well as part of a team.
- Very strong attention to detail.
- Highly proficient in Microsoft packages: Word - track changes, mail merge etc. Outlook - diary management, contacts, tasks, meeting set up. Excel. PowerPoint - presentations, charts etc.
- Accurate and competent in document production including formatting and presentation.
- Interpersonal skills - the ability to deal tactfully, calmly, and effectively with a wide range of people from within and outside the organisation.
- **Desirable**:_
- Ability to demonstrate up-to-date knowledge of current employment law.
- Knowledge of policies and procedures related to an HR Function.
- Previous experience of minute-taking

**Job Type**: Fixed term contract
Contract length: 14 months

**Benefits**:

- Company pension
- Cycle to work scheme
- Employee discount
- Health & wellbeing programme
- Life insurance
- On-site parking

Schedule:

- Monday to Friday

Work Location: In person

Reference ID: EA - Maternity Cover

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