Administrative Assistant
4 weeks ago
Job Summary:
We are seeking a highly organized and proactive Personal Assistant to provide administrative support to the Head of Bids & Tendering and the Bids & Tendering leadership team.
Key Responsibilities:- Proactively manage the diary, setting up meetings and visits, and pre-empting and resolving issues independently to ensure a smooth day-to-day operation.
- Organize bid meetings, collaborating closely with Exec / SMO PAs to ensure necessary attendance.
- Schedule Bid approval meetings and coordinate preparation of required documentation, ensuring high-quality output every time.
- Take meeting minutes and actions as required.
- Review incoming emails, prioritize, and highlight to the Head of Bids & Tendering, or action independently where appropriate.
- Manage expenses and other approvals as delegated by the Head of Bids & Tendering.
- Expedite delegated actions from the Head of Bids & Tendering professionally.
- Support the Bids & Tendering leadership team as required.
- Manage new starter and induction process on behalf of the Head of Bids & Tendering and their leadership team, including liaising with Resourcing, HR, and IT.
- Update department org charts as required.
- Raise purchase orders for the department cost centre.
- Manage monthly Team Brief and Bid Team Update process, including organization of guest speakers.
- Facilities management for the Chippenham ST&BD team and wider Bids & Tendering function, including organizing IT.
- Establish good working relationships with key internal and external PAs / Administrators.
- Holiday / sickness cover for other ST&BD admin staff.
- Travel booking, including accommodation, transport, and currency.
- Organize periodic functional events (e.g. annual conference) and training courses.
- Support contract approvals ensuring appropriate authorizations are in place.
- Format bid submissions and other documents.
- Support the production of PQQs as required.
- Administer departmental SharePoint sites.
- PA / Secretarial experience (minimum 3 years).
- Good interpersonal skills and collaborative approach – a team player.
- Proactive and able to operate on own initiative with minimal supervision.
- Highly organized and deadline-driven, professional working style.
- Able to work with complete confidentiality.
- Office 365, particularly proficient in Outlook, Word, and PowerPoint.
- Experience with SharePoint, preferably advanced level.
Please submit your up-to-date CV to be considered for this exciting opportunity.
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