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Personal Assistant

  • Location

    Crawley, West Sussex

  • Sector:

    Professional Services

  • Job type:

    Temporary

  • Salary:

    Up to £14.05 per hour

  • Contact:

    Vanessa Farrington

  • Contact email:

    vanessaf@morson.com

  • Job ref:

    156974VH_1549554576

  • Published:

    2 months ago

  • Duration:

    6 Months

  • Expiry date:

    2019-02-14

  • Start date:

    25/02/2019

  • Client:

    #

Personal Assistant; Based in Crawley; 6 months; £14.05 per hour
We currently have a vacancy for a Personal Assistant to be based at our client's site based in Crawley.
The role will require the post holder to support 4 Directors
Manage complex diaries prioritising engagements as and when necessary
Proactively resolve diary clashes
Dealing with incoming emails and post - screening of junk mail
Manage Director(s) inbox in their absence, delegating emails as and when required.
Identify mail that does not require the Director's immediate attention and to forward this to the relevant department for action if required.
Safekeep any important documents (minutes, audit docs, Customers reports etc and file appropriately in the appropriate Shared Directors' drive, dealing with filing in a timely manner etc.
Maintaining a task list for Director's, allocating diary time for resolution of tasks. Support them in progressing actions.
Produce PowerPoint presentations, documents and briefing papers as and when required.
Collate information and produce reports when necessary.
MEETINGS
Organising meetings and ensuring all necessary information for the meeting has been captured on the invitation. Booking a suitable meeting room, ensuring that Video Conference facilities are booked when required.
Arrange catering for meetings in line with Company policy.
Ensure that the Director(s) is well prepared for all meetings, informing him/her of any preparation required before a meeting. Reserve time in the diary for any preparation prior to the meeting.
Meeting preparation, print any paperwork such as agenda, minutes/actions of previous meetings and preparation/collation of the relevant presentation material, coordinating input from attendees and producing handout packs where necessary.
Generation and maintenance of a monthly reporting/meeting calendar
To attend and support meetings with your Director as and when required. Follow up on any actions as necessary.

TRAVEL
Facilitate travel plans with minimum disruption, including planning and booking detailed travel itineraries and comply with the travel policy.
Assist the travellers to make sure that all documentation, and all security processes are completed and up to date prior to travel.
Challenge as appropriate methods and costs of travel prior to booking and seek approval to proceed in line with the company travel policy.

OTHER TASKS
To support the Director with any IT issues/ troubleshooting (laptop/ mobile phone set up/ push email set up)
Prioritise workload and complete work within agreed timescales to an outstanding quality requiring minimal rework/no rework.
Complete expense claims.
Host visitors at all levels of seniority - ensure that all necessary arrangements are in place prior to the visit including adding their names onto the visitor system
Work as part of a PA team, offering help and cover as and when required.
Support other PA's or TA's
Champion site policies and procedures.
Support the Zone Coordinator network.
encourage the sharing of knowledge, processes and tools to ensure best practise by attending regular team meetings

Candidates must have the following skills and experience:
Experience of working as a PA to senior managers
Proficient in the use of MS Office
Any experience of using Concur would be an advantage
Experience of managing complex diaries and travel arrangements
Willingness to be flexible in an emergency (for example when Director is travelling out of hours and there is a problem)
Remain calm under pressure
Show a can-do attitude
Well organised
Excellent communication skills

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