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Executive Pa/ Secretary

2 weeks ago

Bristol, United Kingdom RAC Full time

**About The Role**:
RAC have an exciting new opportunity for an experienced **Executive PA/ Secretary** on a **permanent basis**. Based from either our **Bescot** or **Bradley Stoke** office the main responsibility of the role will be to provide professional secretarial and administrative support to the MD.

The role requires a high degree of discretion and confidentiality as dealing with privileged information and highly sensitive issues to safeguard the company’s interest. You will be able to demonstrate a good awareness of current RAC business activities and governance combined with external shareholder management. The role involves ensuring that enquiries are screened and dealt with efficiently, using judgement to assess and prioritise, responding personally where appropriate. You will be required to prepare expense returns for the Director as well as monitoring expense claims submitted for authorisation

**Role purpose**
- Provide full PA service to the Executive Director and where applicable Head of Functions
- Produce typed correspondence and reports as requested. Including proof reading documents
- Maintain up to date organisational structure charts
- Proactive diary management, including during absence of Executive Director / DoF / HoF
- Be first point of contact and maintain professional relationships with internal/external customers
- Work with other PA’s across the business to ensure cover is provided at all times, including holidays, sickness, non-working days, private appointments and assisting in times of heavy workload
- To make effective use of Executive Directors time and where applicable Head of Functions by booking venues, organising guest lists and travel arrangements
- Preparation of monthly expenses, purchase orders and procurement submissions
- Prepare for and manage meetings - develop itineraries in association with internal/external contacts, prepare documentation and agendas for meetings
- To take minutes at meetings as required
- To progress meeting action points as required
- To maintain effective filing and retrieval systems both paper and electronic versions as appropriate
- Successful management of own workload, prioritising in line with Executive Director’s and where applicable Head of Functions requirements
- Review and monitor progress of required information requested of others by the Executive Director and where applicable Head of Functions including during individuals’ absence, ensuring delivery within stated timeframes - i.e. Weekly report submission and Board report submission
- Delegate tasks on behalf of Executive Director/ and where applicable Head of Functions and follow up accordingly to ensure completion
- Consult and communicate as required to identify priorities and anticipate future needs requirements
- Manage corporate events/hospitality, including external visits
- Escalate complaints, ensuring correct process is followed and all complaints managed
- Ensure preparation, collation and scheduling of Board Meetings

**Qualifications**

**Qualifications**

Solid PA experience at a senior level, preferably with relevant professional qualifications