Personal Assistant needed to a director of a large telco company - GBP250 per day (umbrella)

Location
Based in Hammersmith (full time)

Pay
GBP250 per day (umbrella)

Days
Monday to Friday

Contract
3 months

Job Overview
To provide an exemplary level of assistance to a member of the People & Transformation Senior Leadership Team; to ensure effective and efficient running of their schedule and work commitments, while maintaining the highest level of confidentiality.

Key Responsibilities

• Represents the Executive as their first point of contact for both internal and external contacts, managing highly confidential information. Positively manages those interactions and expectations, prioritising as appropriate.
• Full inbox and comprehensive diary management.
• Managing the Executive's diary ensuring they are fully prepared for their daily schedule. Proactively anticipating last minute scheduling changes and challenges.
• Prioritise the Executive's commitments, allowing sufficient time for preparation, delegation and review of critical activity.
• Provide effective meeting scheduling, room bookings, materials, hospitality and travel.
• Manage all telephone queries and email correspondence efficiently; prepare draft responses and deal with issues wherever appropriate. Flag and file emails in appropriate folders and/or delegate to specific member of the Executive's team.
• Communicate efficiently and appropriately with the Executive so that all past, present and future activity is understood and planned for.
• Handle communications with accuracy, ensuring that messages are redirected appropriately, tracked and responded to accordingly.
• Adequately prepare the Executive for all MD interactions with appropriate papers, packs, etc.
• Work closely with MD's Executive Assistant and Business Manager (s) such as event logistics, document production and research, packs/papers to strict deadlines
• Owner of logistics for several regular departmental meetings
• Ensure adherence to corporate governance and promote consistency and best practice.
• Office admin support includes but not limited to managing expenses, take accurate minute/action points if required; update, consolidate and distribute to all attendees ensuring deadlines are met. Creation of PowerPoint presentations, Excel spreadsheets as needed. Produce standard and ad hoc reports, letters, presentations to deadline and agreed standards. If travelling, full production of itinerary pack of travel logistics, maps, meeting schedule, agendas/documents and profiles of all those being met

Experience Needed

• Excellent organisational, prioritisation and decision-making skills.
• Ability to show tact, diplomacy and understanding whilst working with extremely confidential material.
• Must be highly flexible, resilient and motivated, with an ability to work independently as well as in a team setting.
• S/he must have the ability to quickly learn the organisational structure and the objectives of the Executive and their team as well as dealing with complexity within a large complex organisation.
• Strong judgement, decision making, time management and prioritisation.
• Strong problem-solving ability.
• Flexibility outside of the standard working hours as required
• Significant previous experience of supporting senior Executives.
• Highly proficient in Microsoft Outlook, Excel, Word and PowerPoint.
• Exceptional written, verbal, and interpersonal skills.
• Strong attention to detail, highly organised with excellent follow-up skills.
• Experience of managing an Executive calendar with many conflicting priorities

Next stage
Interview

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