The PA to the managing director must be aware of the organisations aims and objectives and work to help the MD make the best use of his time by assisting in various projects as well as dealing with all secretarial and administrative tasks. The PA will be the first point of contact with both internal and external people.
Main Tasks:
Diary management outlook experience essential
Booking meetings/appointments
Business travel booking flights, hotels, car hire, valet parking etc
Organising visas
Maintaining MDs travel log
Maintaining MDs planner
Reconciling monthly expenses
Fielding calls for MD & taking messages
Organising food/refreshments for business lunches
Provide cover when necessary for Reception duties- mainly absence report and incoming/outgoing post and Boardroom bookings
Inputting and updating contact details into Outlook
Carrying out research for particular projects as requested by MD
Taking minutes at various management meetings & typing up minutes
Purchasing various items for MD as and when required
Paying personal bills for MD
Organising MDs personal/family cars insurance, MOT, servicing, repairs etc.
Ad hoc paperwork & duties
Technical & essential Skills
Knowledge and experience with complex travel and flight itineraries, particularly international travel/hotel bookings
Experience of working for Directors/Senior Management
Excellent Diary Management with the ability to pre-empt and look ahead at all times
Essential experience in Microsoft Office- Outlook/Word/Excel/Powerpoint
Interpersonal Skills
Ability to multitask and experience of dealing with a demanding role and high-level workload
Ability to priorities work and manage time effectively and be proactive
Excellent Organisational skills
Communication skills the ability to communicate well at all levels
Demonstrate a professional manner at all times and possess the ability to remain calm under pressure
Self-motivated