Personal Assistant to Director

Not limited to the following:

Provide high quality organisational support services to the Director

Bring the administrative team together to work as one team and build a sense of team amongst this group

Word processing correspondence, memos and reports

Prepare presentations

Organise and maintain effective filing systems (including digitally)

Ensure compliance in the team around expenses, travel, hotel bookings, client care, risk management

Keep and maintain an accurate record of papers, electronic email correspondence and contacts list

Building connections with PAs/EAs in the region and especially with clients

Full Board meeting management

Minute taking and action tracking

Filter general queries, phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate

Develop and maintain effective electronic email filing system

Highlight urgent correspondence and print attachments

Prepare correspondence on behalf of the Director, including the drafting of general replies if instructed

Ensure busy diary commitments and travel arrangements are managed effectively including assessing priority of appointments, reallocation as necessary and troubleshooting problems

Conduct weekly diary meetings with the Director to discuss upcoming engagements, invitations and other requests

Coordinating and arranging video and conference calls

Schedule on behalf of the Director meetings between him and his direct reports

Liaise with relevant individuals and external organisations to arrange meetings, organise schedules, prepare agendas and draft minutes

Making travel arrangements and booking accommodation

Provide support for an extensive range of meetings, including providing location maps, preparing agendas, pre-meeting briefings and meeting papers, noting action points and following them up

Management of Board meetings including plotting dates for the year, management of Board pack and invitations, minute taking and distributions of minutes, organising travel arrangements of attendees

Planning, managing and organising client and staff events and providing administrative support such as sending invitations, booking venues and arranging transportation

Prepare bid submissions including formatting of documents, selecting images, identifying CVs and sourcing case studies

Production of bid presentation material

Ensure all bids are timely submitted and are of consistent quality as per client instructions

Follow Director s instructions on any other bid tasks