JOB TITLE Personal Assistant to the Director

AREA Executive Private Office

LOCATION Hurlingham

RESPONSIBLE TO Head of Private Office

DATE 15 September 2011

Purpose

To provide an efficient and responsive administrative, organisational, and logistical service to

the Director, helping him to manage his workload.

MAIN RESPONSIBILITIES/KEY DUTIES

• Manage and maintain the Director’s diary and email account.

• Filter emails, highlight urgent correspondence and print attachments.

• Ensure busy diary commitments, papers, and travel arrangements are managed effectively

including producing a daily folder with diary, necessary papers, etc. and troubleshooting

problems.

• Conduct weekly diary meetings with the Director to discuss upcoming engagements,

invitations and other requests.

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

committees and groups to which he is a member.

• Coordinate travel and accommodation requirements in connection with others and ensure

arrangements in place for the Director match his requirements.

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

• Manage the process of calling for briefing on behalf of the director from start to finish to

ensure that he is fully prepared for all engagements.

• Keep and maintain an accurate record of papers and electronic correspondence on behalf

of the director.

• Prepare correspondence on behalf of the Director, including the drafting of general replies.

• Minute general meetings as required and complete research on behalf of the Director.

• Keep and retrieve files.

• Ensure guests meeting with the Director are well taken care of.

• Provide a service that is in line with the Director’s work habits and preferences.

PERSON SPECIFICATION - Qualifications, Experience, Knowledge & Skills

Experience:

• Demonstrable experience in an administration/executive assistant/PA role in a highly

pressurised environment requiring tact, judgment and discretion in handling internal and

external contacts (essential).

• Experience of diary management/researching and booking of travel and accommodation

(essential).

• Experience of successfully working with senior management (essential).

• Public sector experience, for example, in a minister’s private office would be an advantage

(desirable).

Knowledge:

• Must be proficient with the keyboard and IT applications (this may be tested during the

selection process).

• Expert level in the use of Outlook.

• Intermediate level in the use of Word, Excel and PowerPoint.

Skills (all essential):

• Excellent organisational skills, ability to multi-task and organise others.

• Excellent oral and written communication skills and ability to professionally represent the

Director’s office.

• Ability to work under pressure and be flexible as part of a small team.

• Attention to detail and deadlines.

• Ability to filter information and assess priorities.

• Ability to develop and maintain good working relationships at all levels, including during

difficult or challenging circumstances.

• Ability to prioritise and manage own workload amid conflicting demands and busy work

periods.

• Ability to think ahead and anticipate needs before they arise.

• Ability to exercise discretion in dealing with confidential or sensitive matters.

• Confident and able to work on own initiative and with limited supervision.

OTHER JOB REQUIREMENTS

The suitable candidate should expect that on occasion, they will be required to work flexibly with the director and on occasion a longer than normal day.

CLICK TO APPLY NOW!!