Director's Personal Assistant

7 months ago

Chatham, United Kingdom Kench Consultants Ltd Full time

The Job Description of the Director's PA within the business is detailed below. Please note that it is also your responsibility to carry out any works not detailed herein to facilitate the company's smooth running and future expansion and to assist your team members from all departments with their tasks.

**Summary**
- Act as the first point of contact for the Directors and maintain the effective working of their offices in their absence.
- Maintain the highest level of confidentiality and adherence to policies and procedures.
- Manage the Directors electronic diary, assessing the priority of appointments and reallocation as necessary.
- Manage the Directors travel arrangements (travel routes & accommodation).
- Maintain the Directors' office and digital systems, including data management, filing and the Director's clean desk policy.
- Maintain records of the Directors' contacts.
- Screen incoming phone calls, enquiries, and requests, and deal with them as appropriate gatekeeping, no calls on office line through to the Directors, take a message and number, and we shall return their call.
- Assist the Directors in researching and following up with action on matters that fall within the Directors' responsibilities, which includes chasing responses and triggering follow-up action.
- Produce documents, briefing papers, reports, and presentations for the Directors.
- Organise meetings and ensure that the Director is well prepared for those meetings, preparing agendas, pre-meeting briefings, meeting papers and ensuring people promptly turn up for the meeting.
- Management of Directors meeting time, ensuring that appointments do not overrun.
- Distribution of agendas, documents, and minutes on behalf of the Directors.
- Meet and greet all visitors of all levels of seniority.
- Read and prioritise incoming correspondence and prepare draft responses as appropriate. Ensure recurring and management deadlines for reports, reviews and budgets are met.
- Establish and maintain systems and procedures to support the efficient running of the office.
- Attend specific meetings and take notes, draft minutes and action recommendations as required.
- Manage and organise external/internal events as required.
- Act as a role model of business values and professional standards
- Support the directors with the delivery of the business plan.
- Contribute to the continuous improvement in your area of responsibility.
- Support the Directors with risk management by reporting/escalating identified risks or issues when appropriate.
- Ensure that the Directors are well nourished and watered regularly.
- Any other duties as may reasonably be required.

**Skills, Experience and Qualifications**
- Proven experience as a Personal Assistant or in a similar position.
- Excellent organisational and leadership skills.
- Excellent communication, interpersonal and presentation skills.
- Outstanding analytical and problem-solving abilities.
- Educated to GCSEs.
- Outgoing and personable.

**Human Resource Management**
- Monitor project tasks, time, and associated costs.
- Engenders a can-do attitude with personnel.
- Encourage, listen, and motivate staff.
- Adopt a non-adversarial management approach firm and fair.

Pay: £18,000.00-£30,000.00 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking
- Sick pay
- Unlimited paid holidays

Schedule:

- Monday to Friday

Supplemental pay types:

- Commission pay

Work Location: In person

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