Job Description

Commitment to excellence and offering maximum flexibility in supporting a Project Manager, or team of Managers across the full spectrum of secretarial and administrative functions.

Tasks & Responsibilities:

• For all correspondence, reports and information: prepare, sort, maintain (both electronic and hard copy), copy and communicate as required. Draft responses to correspondence and brief manager.
• Ensure that all office facilities and consumables are provided and maintained in an organized manner.
• Ensuring that the management of general administration is coordinated on a daily basis to ensure that your office runs smoothly and all paperwork is kept accurately filed and stored resulting in a tidy office / environment.
• Determine and define work priorities, keeping your team informed, in order to maximize the use of your time
• Support site team in preparation of correspondence and reports.
• Implement the Office Systems including training and administration.
• Maintain and manage diary schedules for your Manager(s) daily and ensure that all meetings are held within the timescale, with necessary paperwork prepared and issued in advance
• Liaise with Travel Agent to book hotel and travel in line with business need and company travel policy.
• Planning and coordinating travel itineraries to enable your Manager(s)' stay to run smoothly and according to plan.
• Effectively plan, organise and where appropriate implement functions/ events/ conferences within budget
• Take minutes at meetings, transcribe and accurately present them back to the meeting, in particular identifying actions and bringing issues to the appropriate persons attention
• Identifying actions from previous meetings, in advance, and bringing it to the appropriate person's attention.
• Preparation and distribution of all papers, in advance of the meeting, so that all attendees are able to prepare and have the relevant paperwork so that the meeting runs smoothly.
• Typing of correspondence, possibly dictation, photocopying, faxing, etc and ordering stationery.

Required Knowledge, Skills, and Abilities

Expert experience in Microsoft Office suite and education level at Level 5. Must have experience in performing PA duties to Director level and effective management of a team of Administrators under them.