Personal Assistant to Managing Director

3 weeks ago

Northampton, United Kingdom OptiCal Sciences Ltd Full time

**Job Title**:Personal Assistant to Managing Director (In House)

**Contract Type**:Part-Time or Full-time (up to 37.5 hours per week) - Negotiable

**Reporting To**: Managing Director

**Salary**: £14.50 - £15.20 per hour (range)

We are a leading supplier of measurement instrumentation and related products, offering exceptional service, technical support, and guidance in their use.

Our commitment to quality products and technical excellence is evident in our mission statement and quality statement, which guide our operations in the industries we serve.

**Main Responsibility**:
Providing support to the Managing Director and Company Executives by extension, in ensuring that the Director’s function is operating effectively. They will work closely with other colleagues to provide wider administrative support to the UK office.

**Duties**:

- Liaise daily with the Managing Director, ensuring a constant flow of communication;
- Responding to correspondence on behalf of the Managing Director, as required;
- Diary management and planning to ensure that employee meetings, internal audits, toolbox talks, internal/external training and line-manager appraisals are scheduled and organised efficiently amongst departments;
- Coordinating travel and accommodation arrangements as required, whether in the UK or abroad;
- Processing expenses using our internal system/AutoEntry (once implemented) and keeping a record;
- Ensure agendas for meetings are communicated to Company Executives in advance and minute taking, where appropriate;
- Maintaining a high level of confidentiality and accurate record keeping of employees (i.e. annual leave and sickness absence);
- Regularly checking and updating key contacts for the Managing Director;
- Having an understanding of Company operations to brief the Managing Director when required;
- Organise and plan Company traditions, such as an annual Christmas/celebratory events, Company, birthdays, gifts and rewards, under the guidance of the Managing Director and Company Executives;
- Maintaining tuck shop, stationery (including ink cartridges) and janitorial supplies for the business;
- Arrange catering for meetings/department events when required;
- Sorting and screening all inbound mail and allocating mail to appropriate people;
- Assist in setting up for new members of staff and the induction process and organising/obtaining training schedules;
- Organise, order and arrange for the delivery of engineering Company uniforms and branded stationery;
- Record and monitor Company lease vehicles and ensure that vehicles are appropriately insured, MOT’d and leases are renewed on time in liaison with Company Executives;
- Ensuring office spaces meet the requirements of the Company’s H&S policies and reporting any concerns to Management;
- Organising meeting and internal/external training rooms (booking rooms, arranging refreshments, coordinating external attendees);
- Screen and direct correspondence where applicable;
- Implement annual price reviews as directed by the Company Executives (internal records);
- Maintain ‘house standards’ for Diary Entries and Network files;
- Assist in logging and calculating Sales Commission for Payroll;
- Documentary Control: Amending Company procedures and policies under the Direction of the Managing Director;
- You may also be called upon to provide support to the Sales department and other Company Executives

**Qualifications and Experience**
- Higher level qualification, with qualifications in business/administration preferred;
- Proven track record in similar roles, including report writing and proofreading;
- Excellent written and verbal communication, time management, and project management skills and proficiency in IT, particularly the Microsoft Office Suite

**Personal Attributes**
- Competence: Efficient Multitasker with attention to detail and ability to prioritise effectively;
- Connection: Builds strong relationships and anticipates Company Executive’s needs effectively;
- Professionalism: Proactive, positive, and trustworthy with strict adherence to confidentiality;
- Communication: Clear and articulate in sharing ideas and information;
- Care & Compassion: Empathetic and attentive to others’ needs;
- Intuition & Self-Awareness: Sensitive to others’ feelings and aware of personal impact;
- Creativity: Innovative in organising tasks and utilising technology;
- Commitment: Dedicated and diplomatic with strong interpersonal skills

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

Pay: £14.50-£15.22 per hour

Expected hours: No more than 37.5 per week

**Benefits**:

- Company events
- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Northampton, NN3 6QF: reliably commute or plan to relocate before starting work (required)

Work Location: In person

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