Personal Assistant to Managing Director
2 weeks ago
**Company Overview**: We are a thriving medical clinic chain with multiple locations, dedicated to providing exceptional healthcare services to our patients. As the Company Director, I am seeking a versatile and proactive Personal Assistant to support me in various administrative, communication, and organizational tasks. This role offers an exciting opportunity to work closely with a dynamic leader in the healthcare industry.
**Roles and Responsibilities**:
- Answer calls, take messages, and redirect calls to me when unavailable.
- Perform general administrative duties and be adaptable to various tasks as needed. Including managing their calendar, scheduling appointments, and coordinating meetings
- Conduct research and gather information on various topics as requested.
- Assist in managing directors schedule and to-do list, ensuring tasks are prioritized and deadlines are met.
- Act as a liaison with internal staff and external parties, making calls on directors behalf to companies such as utility, estate agents, etc.
- Take minutes during meetings and maintain accurate records of discussions and action items, and prepare reports as needed.
- Coordinate and arrange meetings with staff members and external stakeholders.
- Assist in managing and following up with staff, particularly in the development, marketing, and finance departments.
- Gather reports and relevant information for my review and analysis.
- Be available for errands such as picking up items as required.
- Provide general support, including purchasing necessary items, arranging gifts, clothing, and holiday preparations.
- Prepare contracts and facilitate the signature process.
- Research and identify new clinic locations and assist in the process of renting clinic rooms.
- Open and organize letters, categorising them into appropriate folders.
- Perform online tasks such as buying or listing items on eBay and handling shipping arrangements.
- Support with travel arrangements such as booking flights, hotels etc.
- Maintain office organisation and filing systems, both physical and electronic.
- Assist with customer service tasks, such as responding to inquiries and resolving issues
**Qualifications and Skills**:
- Proven experience as a Personal Assistant or similar role, preferably supporting a high-level executive or director.
- Strong organisational and multitasking skills, with the ability to manage multiple responsibilities simultaneously.
- Excellent verbal and written communication skills, with the ability to interact professionally with individuals at all levels.
- Attention to detail, accuracy in completing administrative tasks and ability to handle sensitive and confidential information.
- Resourcefulness and strong problem-solving skills.
- Proficient in research techniques and information gathering.
- Knowledge of basic marketing principles and content creation is a plus.
- Ability to adapt to changing priorities and work well under pressure.
- Proficiency in using office software such as Google Suite, Outlook Calendar, and DocuSign.
**Salary**: £22,198.17-£25,509.02 per year
**Benefits**:
- Company pension
Schedule:
- Monday to Friday
Ability to commute/relocate:
- London, Greater London: reliably commute or plan to relocate before starting work (required)
Work Location: In person
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