PA to Directors
3 days ago
Reports to: Directors
Location: Hertford, Hertfordshire
Job Type: Full-time, Monday - Friday (with out of hours work)
Department: Entertainment/Social
PA to Directors plays a critical role in supporting senior management by handling administrative tasks, managing schedules, and ensuring smooth day-to-day operations.
This role provides high-level administrative and organizational support to the company's Directors, ensuring their day-to-day functions are executed efficiently. The PA is expected to manage schedules, coordinate meetings, communicate on behalf of the Directors, and assist with a variety of tasks, from managing travel arrangements to handling confidential information.
Key Responsibilities:
- Calendar and Schedule Management:
- Manage and prioritize the Directors' and Talent calendars, ensuring meetings, appointments, and deadlines are met.
- Coordinate internal and external meetings, conference calls, and Zoom/Teams meetings.
- Proactively prepare for meetings, including gathering necessary materials, briefing notes, and background information.
- Travel and Accommodation Arrangements:
- Organize domestic and international travel, including flight bookings, hotel reservations, transport logistics, and itineraries for both Directors and Talent.
- Ensure Directors and Talent have all necessary travel documents and arrange for any special requirements (e.g., visas, boarding passes, etc.).
- Communication and Correspondence:
- Act as a liaison between the Directors and other staff members, clients, brands.
- Handle confidential communication and maintain discretion when dealing with sensitive information.
- Meeting Coordination:
- Schedule and organize meetings, including arranging venues, catering, and technical setups for presentations and calls.
- Take and distribute meeting minutes and follow up on outstanding tasks.
- Event Planning and Coordination:
- Assist in organizing company events (Christmas Parties, Quarterly Company Events), off-site meetings, including logistics, invitations, and on-site support.
- Expense Management:
- Prepare and process expenses and receipts for Directors and Talent
- Liaising with company accounts department to raise and chase invoices
- General Administrative Support:
- Perform general office duties such as filing, office supply management, and assisting with the day-to-day running of the office.
- Coordinate with other staff to ensure efficient office operations.
Key Requirements:
- Experience & Skills:
- 2+ years experience as a Personal Assistant or Executive Assistant to senior management or Directors.
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- High level of discretion, confidentiality, and professionalism.
- Proficiency in Gmail, Google Docs and all other Google applications
- Ability to manage time effectively, prioritize tasks, and meet deadlines in a fast-paced environment.
- Knowledge of the industry and social media platforms
- Personal Attributes:
- Strong attention to detail and accuracy.
- Proactive and self-motivated with a positive, can-do attitude.
- Ability to work under pressure and handle competing demands.
- Flexible and adaptable to changing priorities.
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