Personal Assistant

5 days ago

Sutton Coldfield, Birmingham, United Kingdom Subsea7 Full time

What will you be doing?
This role for a temporary PA will be responsible for diary management, event planning, liaising with other Senior Managers assistants and general communication in support of the Sutton Office Director.

This role will be based in the Sutton office. Due to the nature of this role, we require someone experienced in handling sensitive information in a confidential and discrete manner. This role is offered on a temporary basis as a maternity cover - 12 months.

  • Maintenance of diaries, including extensive organisation of both internal and external meetings.
  • Extensive arrangement of UK and worldwide travel, transportation and accommodation as required. This includes arrangement of appropriate visas and any medical requirements for travel, along with completion of expense claims for managers.
  • Preparation of confidential documentation, letters, presentations and spreadsheets.
  • Use of Outlook for internal correspondence and for communication with outside organisations. Dealing with incoming and outgoing email correspondence.
  • Greeting of visitors is also necessary as and when required.
  • Dealing with day-to-day requirements during the absence of the managers, including email management when required.
  • Organisation and coordination of both in-house and offsite events from concept to completion, such as private dining, team dinners, workshops, seminars, Microsoft Teams Live events, external conferences.
  • This also includes management of event logistics such as airport transfers for global travellers, group hotel bookings, catering and dietary requirements, meeting room bookings and external team building.
  • Build and maintain effective working relationships with key stakeholders. Working closely with Global Travel Manager, ATPI Travel, Facilities, Lexington Catering and external stakeholders.
  • Assisting managers with invoice and purchase requisition approvals in SAP, as well as setting up Purchase Orders as and when required. Ensuring all vendors are set up with SCM and completing all necessary documentation required.
  • Completion of timesheets in SAP for managers, in line with local requirements.
  • Use of in-house systems such as SharePoint.
  • Ordering of business cards for managers when required
  • Ensuring organisation charts are updated, using PowerPoint and Visio.
  • Maintenance of internal SharePoint sites.
  • General office duties including photocopying and shredding of confidential information as and when required.
  • Ensuring adherence with relevant document standards as laid down in the Company Management System.

What experience would we like you to have?

  • Proficient secretarial skills at a senior level within an international organisation
  • Precise written and oral communication skills
  • Self-motivated and highly organised professional with capable project management skills
  • Motivated, diligent professional with meticulous attention to detail
  • Highly efficient organisational and confidentiality skills
  • Good IT literacy is essential for Microsoft 365; Outlook, Word, PowerPoint, Excel and Teams
  • Driven and versatile individual with willingness to respond to different situations and use own initiative
  • Proficient in prioritisation, handling short term deadlines and conflicting priorities
  • An engaged approach is required, as the role holder needs to be able to take initiative and flag issues before they arise
  • Can build good working networks with all interfaces
  • Ability to work as part of a collaborative and dedicated team

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