Personal Assistant/ Executive Secretary

Job Purpose:

To work closely with senior management to provide administrative support where needed. Helping to make the best use of their time by dealing with secretarial and administrative tasks; using extensive knowledge of the organisation; knowing who key personnel are, both external and internal, and understanding the organisation’s aims and objectives to allow senior management to perform their roles effectively.

Responsibilities:

• Handling confidential matters with discretion.

• Complex diary management, both business and personal, for the Chairman/Managing Director and wider team.

• Devising / maintaining office systems, including data management and filing.

• Creating detailed travel itineraries

• Maintain polite and professional communication via phone, email, and mail

• Answering telephone calls in a timely fashion, taking clear and detailed messages.

• Screening phone calls and routing callers to the appropriate party

• Organising meetings, including booking venues, ordering refreshments and basic notetaking.

• Produce documents, briefing papers, reports, and presentations etc. As required.

• Processing of expenses

• Greet and assist visitors.

• Arranging events for the team

• Ad-hoc personal errands for the Chairman/Managing Director.

• Management of miscellaneous issues.

• Covering reception duties as needed.

• Supporting on ad-hoc projects when necessary.

Skills, Knowledge and Experience:

• Strong previous experience within a similar role in a fast paced, corporate environment.

• GCSEs in English and Maths at Grade A-C (4-9) or equivalent.

• Excellent customer focus & interpersonal skills.

• Ability to work well under pressure.

• Outstanding organisational skills.

• Excellent IT Skills (Microsoft Office 365)

• Positive, pro-active attitude.

• Attention to detail

• Ability to deal with sensitive information with discretion and to maintain confidentiality.

• Flexile approach to work.

Shift Pattern:

• Monday to Friday, Office based

If you are interested in this role and working for Veetee, please send your CV to recruitment@veetee.com