Personal/Executive Assistant

Key Responsibilities

• Providing efficient executive assistant support to the Directors and assisting with their everyday secretarial needs, to ensure they make best use of their time. This includes providing effective diary and email management, organising meetings (and travel, if required), processing timesheets and expenses.
• Ensuring the Directors are well prepared for meetings.
• Producing correspondence such as presentations, preparing and formatting proposal documents, preparing reports and agendas using PowerPoint, and ensuring Directors meet their KPIs.
• Taking dictation and minutes, when required.
• Pro-actively looking for ways to improve department functionality, administration tasks and client service, and making recommendations to the Directors as necessary. 
• Acting as the primary point of contact and gatekeeper for the Directors with people from both inside and outside the organisation.
• Supporting the other members of the team to ensure all duties and tasks are up-to-date and the team provides an effective and efficient service.
• Acting as an ambassador of the firm and building a network of contacts.

Skills, Knowledge and Expertise

• Has excellent interpersonal and communication skills and confidence to deal with people at all levels.
• Has excellent diary management skills.
• Has good time management and organisational skills coupled with excellent keyboard skills and knowledge of various applications, including but not limited to Microsoft Office suite.
• Builds a good understanding of the business, the team and the different functions within the company.
• Is a team player, but also able to work independently.  Is highly flexible and has a proactive approach to work and willing to undertake additional duties as required.
• Takes unexpected circumstances in their stride and responds in a calm and controlled manner.
• Acts with discretion, respects the views and feelings of others and protects confidentiality.
• Identifies and ensures issues are addressed to prevent problems arising and reduce risk
• Displays initiative and willingness to work autonomously with the confidence to deal with issues, referring to the Directors as necessary.