Personal Assistant

3 weeks ago

Warwick, United Kingdom Advantage Resourcing Full time

Role: Personal Assistant (Part Time)
Contract Length: Permanent
Location: Leek Wootton
**Main Responsibilities**
- To manage a complex diary, prioritising meetings according to importance and urgency, taking into consideration the optimum use of Directors and Senior Manager's time. Ensure diary conflicts are dealt with appropriately. Ensure all required supporting documentsand papers are available in advance.
- To manage travel arrangements for the Directors and Senior Managers, including booking travel (drivers/rail/air), hotels, conferences, car parking arrangements etc.
- To provide support for strategic meetings, including production and distribution of agendas and papers, taking and circulating minutes. Ensure meeting records represent an accurate account and include all relevant decisions, comments and issues.
- To meet regularly with the Senior PA and Chairs to ensure they are fully informed of ongoing matters, diary commitments and invitations. Ensure any information provided is well-interpreted in order for decisions/actions to be taken and outstanding issuesto be dealt with effectively.
- To deal with correspondence relating to minutes and actions to Directors and Senior Managers in a timely manner.
- To support the service in co-ordinating the arrangements for the Force Awards events including sending of invitations, and arranging venues etc, including planning conferences, workshops, seminars and other events for Directors and Senior Managers.
- To support all internal and external visitors attending meetings and ensure they are professionally and courteously treated during their visit. Liaise with appropriate departments to book facilities and refreshments as necessary.
- To build and sustain effective relationships with internal and external contacts and stakeholders, including other forces' Directors and Senior Management.
- To ensure suitable provision of cover for fellow PA's during periods of absences and work closely with the Senior PA and team. to ensure a consistent standard of service is provided.
- To undertake all routine and necessary administrative work i.e., calendar and diary manager for Directors, photocopying, dictation, filing etc.
- To undertake other duties commensurate with the nature, level of responsibility and grading of this post, as required.

**Knowledge**
- 5 A-C grade GCSEs (or equivalent) including English and Maths.
- Formal typing qualification (RSA stage III or equivalent).

**Experience**
- Substantial experience in providing a PA/administrative support at an Executive or Senior Management level including proactive Diary Management and minute taking.

**Key Skills**
- Excellent word processing skills.
- Competent in the use of IT packages including Microsoft packages or equivalent.
- The ability to work unsupervised on own initiative to tight deadlines and prioritise a demanding workload.
- The ability to research and analyse large volumes of information and prioritise as appropriate.
- The ability to deal tactfully and appropriately with people at all levels, exhibiting sound judgement and high degree of emotional intelligence.
- Proven track record as an effective team player.
- The ability to deal with all confidential matters with absolute discretion and integrity.

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