PA to Directors

The main focus of the role is to provide high-level PA support to three Directors in order to make effective use of their time. This post will act on behalf of and represent the three Directors.

The post holder will work closely with the other directors' PAs and Team Assistants to ensure they are all aware of each director's priorities and movements. This role provides support to the Chief Executive or other Directors during periods of annual leave.

Accountabilities

• Managing the directors' diaries through Outlook to ensure meetings are correctly scheduled. Liaising with other PAs, Team Assistants and meeting attendees (internal and external) as required to understand business priorities for meetings in order to manipulate diaries to make most efficient use of the Directors' time.
• Ensure the Directors' are fully prepared for meetings by compiling meeting items including agendas, packs, presentations, documents and minutes.
• Prepare for any weekly or monthly meetings, collate and distribute meeting papers to attendees and take notes at the meeting for distribution to attendees.
• Attend meetings as required to record discussions and actions and produce notes for distribution to attendees.
• Proactively identify and manage any arrangements such as accommodation, travel and refreshments and book as necessary for the Directors.
• Registering and tracking incoming post, chasing responses where material has been passed to others to provide a draft reply or information required to generate a response.
• Proactively reviewing all correspondence (paper and electronic) in order to identify which items can be dealt with by the post holder and provide suitable responses using company templates and style protocol.
• Maintain effective and coordinated filing arrangements (paper and electronic) for the efficient storage and retrieval of information (including emails).
• Type, format, proof read and ensure compliance with the style protocol for letters, reports, documents, presentations and any other written material generated for the
• Act as the first point of contact for telephone calls, dealing with queries as appropriate and taking messages in sufficient detail so they can be passed to and dealt with by the appropriate person.
• Prepare purchase orders, reconcile invoices against goods / services received and liaise with finance as appropriate.
• Complete expenses paperwork, annual leave records and update the time recording database on behalf of the
• Provide support to an additional team, as required. These duties include collating meeting packs, preparing agendas, drafting minutes, communicating with stakeholders and maintaining records of Committee business.
• Carry out any other duties which fall within the broad spirit, scope and purpose of this job description.

Knowledge, Skills and Behaviours

• Previous proven experience of providing senior level PA support to multiple Directors.
• Proven strong organisational skills and ability to manage a heavy workload with conflicting priorities.
• Proven ability to work with or manage different management styles. Flexible attitude to work and possess a willingness to work as part of a team.
• Excellent communication skills, both verbal and written with the ability to communicate effectively at all levels.
• Must be proactive and able to use own initiative to succeed in this demanding and broad/varied role.
• Computer literate, with experience in Microsoft packages, including Word, PowerPoint and Excel to an intermediate level.
• Possess a confident, professional approach and ability to effectively manage stakeholder expectations.
• Self-motivated with the ability to work under pressure when necessary to deliver to tight deadlines, ability to work with minimal supervision.
• High levels of accuracy and strong attention to detail.
• Experienced in diary management, minute taking and producing meeting materials.