Up to £16.00 per hour
3 months ago
Job Title: PA to Directors
Duration: 4 Months
Hours: 37 hours per week
Primary Purpose of the Role:
The Personal Assistant to the TeS PMO/Quality Director and Engineering Senior Director provides administrative and secretarial support to the PMO/Quality Director and Engineering Senior Director and travel and logistical support to members of the Operations and Engineering leadership team plus other specific responsibilities that are identified in the permanent objectives below. The role also requires a need to manage the overall communication framework for the Engineering and Operations teams. The role requires close working with the Senior PA /Community Manager to ensure the smooth running of the Cambridge administrative support activities
Key Responsibilities and Tasks:
-Organise and track request documents requiring approvals including Purchase Orders, Work Flows and other process approval documents
-Schedule and organise logistics around a number of key meetings and events, including Business and Function reviews, Capability reviews, team meetings, team briefs, external visits and general presentations
-Prepare and circulate agenda for above sessions maintaining records of agenda, actions and presentation material
-Attend meetings as required with a view to collating minutes and ensuring follow up actions are carried out.
-Assist in meeting preparation ensuring that any content is prepared and circulated accordingly.
-Provides administrative support in preparation of any presentations and maintenance of presentation collateral
-Be able to recognise and alert the team to any urgent escalations and manage a communication plan around these.
-Organise travel and meeting logistics for members of the team in the most cost-effective way, monitoring budgets and applying company policy as appropriate.
-Organise meetings and provide hospitality to visitors.
-Assist with office applications, when required.
-Provide cover for other PA's and travel coordinators where necessary.
-Provide telephone relief cover for Receptionist as required, ensuring that front of house cover.
Skills and Experience:
-Proven administrative / secretarial experience in a corporate environment
-Efficient and effective PA support to Company Director / Senior Management
-Demonstrable capabilities with all Microsoft Office applications including Word, Excel, PowerPoint
-Good knowledge of MS Outlook and ability to undertake effective diary management
-High level of autonomy
-Self-motivated and able to work on own initiative
-Excellent Communication skills, to Executive level
-High level of discretion and diplomacy
-Able to anticipate and organize own workload
-Well organised with good administration and time management skills
-Flexible and able to work across multiple time zones and cultures (desirable)
-Knowledge of business travel environment
-Basic knowledge of website design / management