PA/EA

Do you have previous PA/EA experience and are you available immediately?

This is a fantastic opportunity to join a great company, based in Bracknell as a EA to the Managing Director. Previous PA/EA experience is essential.

Job Purpose:

Provide a full support function to the Managing Director and other Directors and ensure high quality office administration support is provided to ensure that daily/weekly/quarterly and annual tasks are completed, to meet and exceed both office and individual service standards. Ensure projects overseen by the directors are driven forward and delivered to the business to the highest standard.  All enquiries are to be dealt with efficiently and in a timely manner. This is a highly varied role which above all requires a proactive and enthusiastic individual with a high attention to detail who can work at a fast pace.

Key responsibilities:

• Provide a full PA service to the Managing Director and Operations Director and appropriate support to other directors/area managers to ensure the smooth running of the business
• Build and maintain excellent relationships with Directors, Managers, Clients and Suppliers
• Fully manage the Managing Director’s and Operations Director’s diaries, ensuring full consideration of operational priorities, geographical constraints and ensuring effective time management of all meeting attendees
• Deliver personally on projects and initiatives to ensure successful delivery of the directors goals for the business which will be varied and require a pro-active and adaptive attitude along with the ability to ask for assistance where needed and coordinate with members of different teams to achieve the objectives
• Ensure all incoming queries or work given by the Directors is completed efficiently and accurately within any agreed timeframes whilst following agreed processes, providing regular updates where appropriate
• Take responsibility for incoming business issues (e.g customer contact/complaints, urgent enquiries from staff, supplier queries and so on.)
• Complete data analysis, run reports and create easy to read Excel spreadsheets/graphs and distribute as directed by the Directors. Full training on internal systems will be given however you will need strong Excel skills to be able to efficiently pull, analyse and present data in a timely manner as well as create Excel templates that data can be entered into to produce graphs and other analysis
• Deal with the Managing Director’s e-mails in his absence, ensures that critical and important issues are brought to his attention or handled by other Directors
• Maintain the internal document Library ensuring that all documentation is up to date and correct
• Organise company events – this includes the Company quarterly awards presentation and conference and annual Christmas Party (approx 300 and 450 attendees respectively) as well as incentive trips (UK day trips and multi-night international trips) for approx 20 – 30 people. You will also be required to coordinate and arrange company competition awards, prizes and events for individual or team wins.
• Organise meetings both of a one off and recurring nature and also organise the quarterly meetings schedule where the Directors meet with all managers across the business and the annual budget meetings where the Managing Director meets with all cost centre heads across the business. These meetings require the ability to manage multiple peoples diaries effectively in a coordinated manner.
• Line manage the office administrator to ensure the effective delivery of their role to the business and that all necessary reports they should be producing (e.g. marketing or other expenditure) are completed in a timely manner and distributed correctly. Ensure they are trained to cover any work you need doing whilst you are on annual leave and ensure their work is covered while they are away, either by yourself or other members of the team.
• Ensure the Office Administrator arranges lunch for the Managing Director and Operations Director for each day they are in the Office and provides regular drinks throughout the day both to the Directors as well as any of their meeting attendees and external visitors to the Office. You will need to fill this role when the Office Administrator is away
• Assist the Office Administrator with front line office support (e.g. phone answering, stationery ordering, incoming and outgoing post, initial handling of a complaint) where required, and proactively take responsibility for any issues where your experience and abilities would assist in dealing with the situation more smoothly –  eg. an irate complainant or complicated query
• Proof read any documents/correspondence that are sent from the Managing Director, other Directors and the head office functions and take a general interest in ensuring the quality of any company documentation is of a high quality and flagging to the correct department where it is not
• Ensure the Office is always impeccably presented and that both internal and external visitors would gain a positive impression of the company at all times
• Act as gatekeeper to protect Directors from first line queries, service issues, sales calls etc whilst ensuring that any urgent queries that require their input are flagged to them urgently
• Complete all other administration and PA work as requested by the Directors and ensure all matters are handled with discretion and complete confidentiality

The ideal candidate will:

• Be highly flexible and adaptable with a pro-active can-do attitude
• Be able to complete work to a high degree of accuracy at a fast pace and be seen as a driving force
• Be able to multi task and manage multiple work requirements whilst constantly reviewing relative urgencies and ensuring all relevant parties are kept up to date with ongoing matters
• Be diplomatic and discreet – can be trusted to deal with confidential issues
• Have previous PA/EA experience
• Be articulate with excellent communication skills and will be able to deal with difficult and complex situations
• Have the ability to develop strong internal and external relationships
• Have excellent PC skills across all Microsoft packages
• Have the ability to provide clear and concise information at planned and ad hoc meetings

Hours:

Monday to Friday – 9am to 5:30pm

Salary:

£25,000 to £40,000 DOE.

If you are confident, highly organised and a motivated individual with strong administrative and communication skills and you have a desire to learn and the ability to pick information up quickly then apply today!