Job Description

The purpose of the role is to provide an efficient office and secretarial service to members of the Senior Leadership team, including Directors and Senior Managers from various disciplines. Acting as first point of contact for Managing Directors, Directors, customers, and suppliers, the PA will ensure that diarizes are efficiently managed, whilst having the flexibility to meet the evolving nature of the role and often Managers’ changing requirements.
You will act as a conduit, providing considerable internal information in the form of status reports to/from Senior Managers and their subordinates. Due to the nature of the role, a high degree of confidentiality and discretion is essential.

You will undertake the following duties and responsibilities;

• Act as an initial point of contact for callers, screening as appropriate and redirecting when necessary and ensuring that only appropriate communications are directed to the Director(s)/Senior Manager(s).
• Schedule engagements, meetings, conferences and book related travel & accommodation, processing the appropriate authorizations to enable business meetings to be established (to include extensive UK & overseas travel). Provide support with the organization of customer functions.
• Ensure all telephone calls are answered immediately and transferred to the appropriate Manager, recognizing the need to screen calls when necessary, dealing with routine matters & correspondence as appropriate.
• Organize receipt and distribution of incoming correspondence & other information (physical & electronic), ensuring it is screened and circulated to the relevant Managers.
• Distribute minutes, agenda and other appropriate documents prior to meetings to ensure that participants are adequately briefed.
• Prepare & process expenses and other records on behalf of managers to meet finance deadlines.
• Arrange and coordinate high level visits to sites within the Specialty Steels Business which can be extensive and very varied (i.e. up to and including Royalty). Deal with outside stakeholders on behalf of the management team (including MP’s and Government officials). At all times presenting a professional image of our Business.
• Coordinate and manage the organization of the chauffeuring service for the business, car hire and catering contracts/payments always ensuring best use of company monies/time.
• Maintain the hospitality register having gained the necessary approvals in line with company policy.
• Set up and maintain manual & electronic filing systems to conform with company & legislative requirements, giving ready access to information.
• In the absence of the Manager(s), ensure queries and routine business are dealt with, referring to other Managers as appropriate.

BENEFITS

• 35 days holiday
• Up to 16% combined pension contribution
• Access to Occupational Health
• Career progression

Required Knowledge, Skills, and Abilities