Personal Assistant/ Executive Secretary

Rochester, Kent | Full Time

Reporting To: Chairman and Managing Director

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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

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