Personal Assistant

Reporting directly to the Framework Director, the PA will provide support in all manner of business related activities, from complex diary management to key business issues, preparing Board materials, typing and reviewing reports, organising agendas and key business events including arranging venue hire.

Key duties will include:

- Successfully coordinate and be responsible for the framework directors time: pro-actively managing diary requirements, scheduling appointments, agendas etc
- Be the first port of call for all visitors, acting as the main reference point both in the presence and absence of the framework directors
- Full administrative support; filtering, prioritising, re-routing and responding to queries in a timely and professional manner, both verbally and in writing.
- Organise a wide range of meetings and events at internal/external venues, liaising with internal/external contacts as appropriate. Ensuring all deadlines are met for key corporate activities. Awareness of key stakeholders and prioritisation of meeting.
- Undertake a wide variety of administrative duties such as expense claims, mileage submissions, travel itineraries, accommodation & flight bookings etc.
- Respond to and resolve a wide range of queries from internal and external stakeholders
- Support in compiling professional standard presentation materials and documents in Microsoft Office, PowerPoint.
- Arrange Framework Board meetings, including co-ordinating diaries, arranging venues, organising refreshments etc,
- Coordinate the follow up of all actions from Board and internal meetings.
- Prepare and circulate Board meeting papers
- Collate and support award submissions; registration, gather site evidence, write, submit and achieve relevant awards
- Co-ordinate and collate customer surveys, independent audit reports (eg CCS) and monitor against BU and Framework targets. Manage closure of actions arising.
- Office/premises & facilities management; conduct monthly HSE and DSE inspections and prepare for audits, manage cleaning services, maintain full office requirements, ordering stationery supplies
- Company Inductions; undertake the role of Induction Champion to provide guidance and assistance to site management in the induction of new starters and collate onboarding records and PDRs delivered by the framework personnel
- Deal with incoming mail as appropriate and allocate items where possible. When appropriate, originate replies under own signature or prepare drafts/documentation for signature
- Prepare correspondence, reports or other material which are frequently highly sensitive or confidential.
- Manage the provision of confidential and sensitive information to and from key stakeholders
- Manage central post, franking and other costs and allocation to projects within the framework
- Participate in creating a knowingly safe working environment
- Work must be carried out utilising the procedures, guidance and forms contained within the corporate Business Management System (BMS).
- Ensure company Document Control Procedures are adhered to.
- Use of Company systems including Viewpoint for Projects, Fieldview, CEMAR, Oracle and Office 365.
- Provide guidance and mentoring to other team members on the correct use of company systems.
- Assist the wider team in delivery of commitments including community and stakeholder engagement.
- Assist Business Improvement Initiatives including working groups and trials of new systems or policies.

Skills & Experience:

- Experience of working in a pressurised environment, managing conflicting demands
- Excellent organisational skills with an ability to prioritise and plan ahead
- Excellent writing and proof reading skills, be completely fluent to a high level in the English language, ability to draft reports in a suitable style
- Extensive knowledge of Microsoft packages including PowerPoint, Excel, Word and Outlook with the ability to create spreadsheets and PowerPoint’s to an advanced level
- Knowledge of Oracle preferable
- Evidence of successful management of complex diary and travel arrangements at a senior level
- Able to successfully engage with a wide range of stakeholders using effective and appropriate communication styles to convey information accurately and clearly
- Results driven and output focussed - able to deliver with a high level of quality and accuracy within deadlines
- Committed and resilient
- Highly organised and ability to multi-task and work at a fast pace
- Ability to operate with confidence and credibility at all levels

In Return:
We offer an opportunity to work on some of the UKs most exciting construction projects, in a fast-paced environment where each day brings new challenges. We also offer a competitive salary and benefits package and we will always consider flexible working hours and arrangements.

With an ambitious strategy, we’re poised for further growth and success, so if you’re committed, talented and enthusiastic, Galliford Try is the right