Personal Assistant

7 months ago

Bristol, United Kingdom Eunomia - Environmental Consulting Full time

**Personal Assistant to the Chairperson - Bristol based International Environmental Consultancy**

**Part-time (24 hours per week over 4 days), hybrid working** ** _(The quoted Salary range is the Full-Time equivalent)_

**Eunomia is a leading Environmental Consultancy. **We work at the heart of many major Environmental issues that are critical to our planet. With 150 staff, we have offices across the globe, we are at the forefront of environmental policy, influencing both public and private sector clients. We foster a diverse and inclusive work environment, recognizing that inclusivity enhances the quality of our work.

**About the Role**: This is an exciting opportunity for a driven individual to join Eunomia as the Chairpersons Personal Assistant (reporting to the CEO's Executive Assistant). The focus of the role is to ensure the Chairperson’s day-to-day activities run smoothly and efficiently. Your exceptional organisational and communication skills will be also vital in anticipating the needs of the Chairperson and tasks that require prioritizing.

**What are we looking for?**:
A detailed description of responsibilities is included below, but in essence, we want to find somebody with a proactive and resilient mindset who is able to maintain confidentiality and exhibit attention to detail. With previous PA experience, you will have excellent organizational skills, with the ability to prioritize tasks and meet deadlines and you will be capable of working independently and collaboratively within a team.

Possessing strong communication skills and the ability to engage with individuals at all levels, you will have confidence in pushing back when necessary, and have a positive and flexible attitude.

**Detailed Responsibilities**:

- 1. Chairperson Support:_
- Manage and maintain the Chairperson's calendar, schedule appointments, and prioritise meetings and events across a multitude of time zones
- Coordinate seamless travel arrangements, including flights, trains, accommodation and transportation to maximise effective face to face time and minimise travel time - balanced with mínimal carbon emissions wherever possible
- Provide organisational and minute taking support for Carnation Holdings Board meetings
- Provide administrative support for activities linked to establishing a charitable foundation
- Prepare and organise documents, presentations, and briefing materials relevant to the Chairperson’s meetings and engagements
- Organise conference and event passes where applicable
- Arrange appropriate restaurant reservations
- Track chargeable work and complete and submit accurate timesheets on behalf of the Chairperson
- Process accurate expense claims and company card reconciliation on a timely basis, recharging to client projects where appropriate
- General administration including ad hoc research, some personal work and miscellaneous tasks
- Supporting external visitors or guests
- 2. Meeting and Events Coordination:_
- Coordinate meeting and events logistics, including scheduling, venue arrangements, and technology setup
- Prepare and distribute agendas, pre-meeting materials, and presentations
- Attend meetings, take and distribute accurate minutes
- Follow up on actions recorded to ensure we move forward on decisions
- Provide cover and support to the Executive Assistant for Board Meetings, Leadership Meetings and other high-level meetings and events when required
- 3. Communication, Correspondence and Diary Management:_
- Diary management: ensure time is set aside during the working week for prep time and meetings as well as blocks of time for actual work. Forward plan recurring meetings and agendas for regular PA/Chairperson catch ups
- Continuously prioritise diary arrangements throughout the course of each week to ensure key clients and partnerships are given primary importance wherever feasible
- Ensure timely and effective communication between the Chairperson and internal and external stakeholders including the CEO, other assistants and business operations team, project managers/directors, press, clients, external advisors, future board members and the internal executive leadership team
- Support initiatives and positive culture
- 4. Confidentiality and Information Management:_
- Handle sensitive and confidential information with the utmost discretion and professionalism, demonstrating a high level of emotional intelligence
- Maintain and organise electronic and physical files, ensuring easy access and retrieval
- Establish and maintain a system for tracking deadlines, deliverables, and follow-ups

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

**Salary**: £25,000.00-£38,000.00 per year

Expected hours: 24 per week

**Benefits**:

- Additional leave
- Bereavement leave
- Company pension
- Cycle to work scheme
- Life insurance
- Paid volunteer time
- Private medical insurance
- Referral programme
- Sick pay
- Work from home

Schedule:

- Day shift
- Monday to Friday
- No weekends

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