Personal Assistant

7 months ago

Belfast, United Kingdom Harland & Wolff Full time

Main gatekeeper to GM including full control over diary management, inbox, being the first point of contact for the GM inside & outside the company, screening of calls and taking messages when GM is unavailable.
- Providing full support to the GM including the organisation of meetings, site visits, lunches and dinners in addition to management of logistics including international travel.
- Office management, including building and maintaining relationships with suppliers, ordering of supplies and office equipment whilst ensuring effective and tidy storage throughout the office.
- Receiving and logging of expense claims.
- Liaise with all Company Departments and Security Department in accordance with the procedure for Visitors. Meeting and greeting all clients and visitors to site in a professional manner, acting as a brand ambassador at all times. Working closely with Marketing & Communications to assist with events they may need additional assistance with
- Managing internal meeting room diaries by booking rooms, and providing assistance in setting meeting rooms up, ensuring video conferencing equipment works, printing off the relevant papers in preparation.
- Handling inbound & outbound post, organising couriers collections, and deliveries, distributing as required.
- Assist with daily queries, both internal and external.
- Administrative support to the site as required and instructed by GM, including office admin and reception support.
- Photocopying & printing files & appropriate documents as needed
- Draft, format, and printing of relevant documents and reports both internal and external, including minute taking, preparing memos and board reports

**Qualifications**
- Attention to detail.
- Excellent communication skills with a range of stakeholder levels
- Excellent customer service skills
- Ability to maintain and handle confidential information, exercising discretion with sensitive information, including client and employee data.
- Working experience of Microsoft packages including using Outlook word, Excel & PowerPoint to create and develop reports.
- Planning, Prioritising & Organisational skills
- GCSE level qualifications
- Experience gained within a similar role
- Good understanding of Microsoft packages including, Outlook Word, Excel & PowerPoint
- Technical Support College Diploma/High School Diploma and advanced relevant experience, or equivalent. A college certificate relevant to the field is usually expected. From this level, transition into a professional/management role may occur through personal development.

**Additional Information**
- Competitive base salary
- Company pension
- 33 days holiday
- Life Assurance
- L&D opportunities

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