Personal Assistant to IT Directors

13.00 - 17.00 GBP Hourly
15 Jun 2017
22 Jun 2017
Contract Type

We as looking for a very experience PA to support the Director and the team for 14 days to cover holiday. Hours will be 37.5 per week, based in Bristol

In addition to this the Personal Assistant will be a pro-active and influential member of the team providing insight and support. This is a varied all-round PA role which requires an experienced PA who has worked at Director level, aim to shape the future of Transportation in the UK and this role is right at the heart of achieving this.

For the purpose of holiday cover, we are seeking an exceptional Personal Assistant to work with and support the two Directors, the Heads of each of our four main services and offer ad hoc support to the 55 members of the Bristol team.

This is a varied all-round PA/team secretary role which requires an experienced PA who has worked at Director level.

Duties include:

. First point of contact for Senior Directors, liaising with clients and internal staff at all levels

. Provision of confidential secretarial support and maintaining a high level of discretion.

. Receiving and distributing all incoming post.

. Diary management (electronic and paper), including organisation of both internal and external meetings, conference calls and video links.

. Compilation and distribution of papers for meetings.

. Minute taking for team and client meetings

. Arranging travel/accommodation via external travel consultants web tool.

. Acting as an important point of contact to the team, building good relationships at all levels.

. Proficient use of Word, Excel, Project and PowerPoint for the production of correspondence, agendas and minutes, creating and formatting long reports, Excel schedules, CVs and PowerPoint presentations, often to tight deadlines.

. Filing of hard copy correspondence and documentation and managing filing system*

. Printing, binding and collating large tender documents, often working to tight timescales.

. Production of invoices, covering letters and liaison with finance department as appropriate

. Entering new clients and instructions using in-house CRM database.

. Other ad hoc/general duties when required

Essential criteria

. Excellent IT skills; Microsoft Outlook, Word, Excel and PowerPoint

. Excellent interpersonal/communication skills

. High level of discretion and confidentiality

. A Proactive self-starter with a calm, reliable and flexible approach to fast-changing daily schedule

. Organisational and planning skills

. Actively contribute and apply initiative

. Experience of working at a senior level

. Problem analysis and problem solving skills

. Judgment and decision-making ability

. Attention to detail and accuracy

The individual

. Previous secretarial/PA experience in a busy office environment.

. Microsoft Word, Excel, PowerPoint & Outlook (Advanced Level)

. Excellent organisational skills.

. Exceptional communication skills, both written and verbal* Accurate audio and copy typing - minimum 60 WPM.

. Outstanding attention to detail.

. Ability to use initiative & be proactive.

. Adaptability and flexibility, diplomacy* Ability to maintain confidentiality and deal with sensitive information with discretion.

. Team player & good sense of humour

. Ability to work under pressure and prioritise a busy workload

This role is to start 28th June and will pay up to GBP13 per hour PAYE or GBP15-17 p/h Ltd/Umbrella