Job Description

This is a key Personal Assistant role supporting busy Directors with rigid diary management of their day-to-day schedules, ensuring they are in the right place at the right time and anticipate meeting preparation for the coming week. The successful candidate will also provide administration support including typing, formatting, reviewing memos/reports/minutes, maintaining annual leave records, arranging meetings/site tours and the creation of presentation packs. As well as assisting the Office Manager and Administration team with ad hoc tasks including reception cover and charity events.
This is an excellent role for an individual who wants to progress their career as a Personal Assistant and is adaptable, highly efficient and organized - you will be required to pick things up quickly, ensuring you maintain a positive, helpful and efficient approach at all times. You must be comfortable juggling multiple tasks at once whilst remaining calm and unflappable.

Responsibilities and Accountabilities:

Personal Assistant duties

• Rigid co-ordination and responsibility for diary management, travel arrangements, expenses etc.
• Administration support to the Directors including letter and memo writing, creating packs and presentations
• Create and maintain excellent working relationships with our main stakeholders - local Councils, Consultants, and Architects etc.
• Screening and prioritizing telephone calls and emails
• Maintaining electronic records and take ownership of our Executive SharePoint site
• IT assistance

Finance Team Administration duties

• Anti-Money Laundering monthly and quarterly audits
• Other financial reporting to Group Head office
• Monthly Board Packs
• Assistance with HR administration
• Administration support to the finance team including letter and memo writing, creating packs and presentations using Microsoft Word, Excel and PowerPoint
• Holiday tracking
• Diary management and meeting arranging where necessary
• Finance SharePoint site ownership

Land Team Administration duties

• Diary management
• Meeting pack and presentation creation
• Land & Planning SharePoint site ownership

Our People/Learning & Development

• Organize the yearly Sales Academy alongside external organizers.
• New Starter inductions for Head Office - welcome packs on desk.
• Manage company induction programme - ensure Line Managers are following the Induction Checklist.
• Employee benefits - Reward Builder.
• Add new starters to relevant SharePoint sites.
• Keep employee guide and Induction presentation up to date.
• Exit Interview coordination.
• Coordinate the Our People Our Vision commitments and initiatives.
• Organize diversity & inclusion and charity awareness staff events.
• Manage Appraisal process for employees.
• Manage and Organize Healthy workplace events and initiatives.
• Manage the Programme of Events schedule.

Required Knowledge, Skills, and Abilities

Highly Organized and flexible with an ability to multi task. Proficient MS Word, Excel, Outlook and PowerPoint skills. Bluebeam experience. Experienced with databases (SharePoint experience desirable). Practical and hands-on - fast thinker. Attention to detail. Reliable and logical thinking. Confidential - experience with HR would be an advantage. Personable, with confidence and ability to work with individuals in all areas of the business. Friendly and enjoys working in a team. Proactive with a desire to get involved in the wider business and develop business improvement ideas. Proactive, self-driven, results-oriented with a positive outlook. Exceptionally well organized & deadline driven. Desire to continuously improve and take pride in all forms of reporting. Keen to deliver exceptional customer service. An effective manager and mentor to junior staff. Flexible and reliable. Credible and comfortable in dealing with a wide variety of stakeholders. Reliable, tolerant and determined. Team player.