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JOB DESCRIPTION
Job Title : Personal Assistant to Directors (full-time maternity cover)
Reporting to : Two Directors
Job Purpose : To provide a comprehensive PA service to support the work of the Directors
MAIN RESPONSIBILITIES OF JOB
PA Support to Directors
1 Deal appropriately with all incoming and outgoing communications, providing a screening service where necessary.
2 Arrange meetings, conference calls and other events, including negotiating terms, booking of equipment, facilities, catering and invitations within a specified budget.
3 Maintain diaries as appropriate, including the organisation of appointments and related communications.
4 Organise travel itineraries and bookings for events to be attended by the Directors.
5 Conduct research into specific issues and provide written summaries.
6 Provide relevant information and advice to external and internal customers as required.
7 Prepare draft replies to documents, which may be of a highly confidential and sensitive nature.
8 Co-ordinate meeting arrangements and schedules involving large professional teams.
9 Co-ordinate the production of Board papers and other meeting papers as required.
General Administrative Duties
1 Produce high quality Word documents including letters, memos and minutes.
2 Prepare simple Powerpoint presentations.
3 Establish and maintain effective and up-to-date systems for filing and information retrieval systems.
4 Establish and maintain contact database systems.
5 Liaise with external print companies to produce brochures and other media, negotiating costs, proofreading and distributing material as required.
6 Ensure the smooth running of the IT system in liaison with external IT support, to include ensuring that all iphone, phone and computer technology is functioning and synchronising.
7 Ensure that computerised and manual records are accurate and up-to-date at all times, for example the health and safety register.
8 Monitor, order and store all stationery items for the office.
Financial Support
1 Produce and up-date simple Excel spreadsheets, including financial projections, and prepare statistical analysis and management information reports.
2 Process expenses and manage time clocks on individual projects.
3 Ensure mileage claims and monthly expenses are charged to relevant clients.
4 Administer the ordering, receipt and payment processes for goods and services in accordance with agreed procedures.
5 Ensure all relevant information is collated and passed to the accountants on a monthly basis.
6 Manage the phone systems, monitoring bills and costs on a regular basis.
This job description is subject to review on a regular basis and may be changed in consultation with the postholder.
Job Description/PA to Directors: January 2015