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Excellent organisational skills – the Director has a busy diary and needs to be in the right place at the right time with the right paperwork. Appropriate experience is most likely to have been gained in a PA or close personal support role. There is real value added for the whole team in someone willing to take the initiative and make sure time is being used as effectively as possible.
Professional presentation – the role involves contact with senior managers. The post holder will be expected to project a professional image and experience of working in a similar environment would be a distinct advantage.
Professional administrative skills – a good knowledge is required of Powerpoint, Word, Excel and Project along with a professional typing speed. Familiarity with electronic filing systems an advantage, but not essential. Experience of administrative systems and processes in major complex organisations would be a distinct advantage.
Willingness to work as part of a team – although the post holder will work most closely with the Director. The post holder should be willing to work in and enjoy a busy team environment.
PA to Director Job Description
• Provide the Director with professional PA support including administrative, secretarial and office management duties.
• Provide additional administrative support to others in the team
• Take responsibility for some of the team’s operational needs, including in particular the setting up of Purchase Orders for any goods or services required by the team.
Manage the Director’s diary, making effective use of his time. This will involve contact across the company, and with external agencies and individuals, at a high level. Includes scheduling and organising complex meetings (including telephone and video conferencing), arranging required rooms, equipment, hospitality and travel and transport. The post holder will be expected to be able to use their initiative and make judgements effectively, taking an active role in making sure the team works with the busy schedule of meetings and board papers.
Provide operational support for the Director. This will include managing email and the flow of paper, assistance with reports, presentations and correspondence, some information management including filing and some limited typing and assistance with the smooth running of the team.
Supporting the financial control framework. The is responsible for a range of projects including managing a number of significant external contractors. The post holder will provide administrative support to programme management as necessary. The post holder will also be responsible for conference organising and management as needed.
Working as part of wider operations team, PAs and team assistants work as part of a wider operations team to provide comprehensive professional support.
Responsibilities will include assisting with the preparation and distribution of board papers, ensuring meetings are co-ordinated across the Unit.
Scope of the role – Key Metrics
While there are no line management responsibilities, the job requires strong relationships across the company particularly with:
- the MD`s PA
- other team assistants
- key counterparts in the offices of senior executives
The job involves the logging, processing and active management of the purchase order across the whole of the Strategy team.
Administrative support will require the regular production and distribution of large packs of briefing papers.