Up to £0.00 per annum
7 months ago
We are looking to recruit a Personal Assistant to work for a defence company based in Southampton. The role is a 2 month contract to start ASAP.
- Act as a first point of contact; dealing with correspondence and phone calls
- Manage diaries and E-mail boxes, organising meetings and appointments, escorting visitors
booking and arranging travel, transport and accommodation
- Organising events and conferences
- Reminders of important tasks and deadlines
- Compiling and preparing reports, presentations and correspondence
- Managing databases and filing systems as well as implementing and maintaining procedures/administrative systems
- Liaising with staff, suppliers and clients
- Collating and filing expenses
Duties will involve;
- Providing support to the VP, as well as indirect administrative support to immediate team members as follows:
Diary, In-Box and calendar organisation and management.
Management and administration of travel arrangement including ensure timely available pack of itineraries, travel documentation packs and security/export clearances and Visas
Management and arrangement of facilities in support of both internal and external customer orientated meetings.
Management of appropriate T&A databases and on-time expense submissions.
Co-ordination and distribution of Team dispositions
Ensure appropriate cover when out of the office and that both Managers and alternative support are briefed on appropriate needs during that time frame.
Dealing with invoice SAP approvals
Providing cover for Sales and Marketing PA in her absence
Management Reporting and Governance
Maintain a register of Sickness and Occupational Health related aspects associated with the respective teams.
Establish and maintain a summary of Holiday taken by all team members against a target of all leave to be taken in-year and ensure that any leave to be carried over by exception is approved in accordance with Company policy.
Co-ordinate and maintain team Approvals necessary for Driving Company/Hire Car Vehicles.
Ensure that Travel Risk Assessments are generated and approved for all travel that is booked and maintain a register of these for the team members.
Site Visits and Delegations
Facilitate, organise and manage arrangements for senior level meetings, delegations and visits to the site to include:
Liaison with other party/customer representatives to co-ordinate meeting dates and arrangements.
Ensure that appropriate travel, hotels and transfer arrangements are in place and communicated to all relevant personnel.
Ensure appropriate security clearances are in place for both external to internal and internal to external visits (e.g. Bio Data pack and on-site security).
Ensure that appropriate access arrangements are in place as well as potential ITAR considerations are taken into account.
Ensure that appropriate catering arrangements are in place and that any specific cultural/religious requirements are managed.
Ensure availability of appropriate facilities beforehand and on the respective days.
Where Video-Conference is being used as the medium, ensure that the facility is available and that the appropriate link is made.
Training POAP (Plan on a Page)
Work with the VP Detectors and the HR POAP Co-ordinator to implement and maintain a 2019 POAP for the respective teams and collate future training/development needs from the 2019 PDM cycle to conclude in a POAP for 2020.
The successful candidate will be discreet and trustworthy and able to manage confidential and sensitive information. You will be flexible and adaptable with good oral and written communication skills. You will have excellent organisational skills and the ability to multitask. You will be proactive and be able to use your inititive. You will have good knowledge of MS Office packages and be responsive in a busy department, working to tight deadlines.
Morson is acting as an employment business in relation to this vacancy.
Administration; filing; e-filing; GDPR; secretarial; data entry; data input; Excel; Word; Outlook; Access; MS Office; booking system; business support; database management; diary management; minute taking; document control