Macildowie are currently looking for a Personal Assistant to provide a proactive high level of comprehensive administrative and organisational support.
You will fulfil a number of administrative functions including mail and diary management, meeting notes and coordination, maintaining systems and functions and offering confidential support. Using your experience and initiative, you will ensure that the Office is represented professionally at all times.
This is a temporary role for a minimum of 3 months.
THE ROLE & YOUR RESPONSIBILITIES:
Provide a high level of day-to-day support, ensuring the Senior Leadership's time is managed efficiently and effectively through diary management, management of the inbox and planning and through effective gate-keeping, prioritising meetings in line with the corporate agenda. Ensuring complex queries are owned through to completion and follow-up action identified and scheduled
Draft responses to letters and emails
Ensure that the Senior Leadership is suitably briefed for all external and internal engagements
Take responsibility for overseeing and arranging the Senior Leaderships travel and accommodation arrangements, giving due regard to the complexity of schedules for meetings and events. Undertake appropriate research of destination and use initiative to suggest other contacts they may meet with
Responsibility for managing deadlines and paperwork including the maintenance of a call forward file, issuing reminders proactively and anticipating requirements
Ensure the efficient and effective management of regular meetings, follow-up of actions from meetings
preparation, providing action notes and ensuring actions are completed
Ensure that statutory returns, invoices and letters requiring the Leaderships signatures are processed in a time-efficient manner, acting within delegated powers where necessary
Ensure that website information relating to the Leaderships offices is accurate and up to date
To provide support as required to the Executive Officer, including holiday/sickness cover
Communicate with external stakeholders to proactively build relationships which strengthen the flow of information of relevance to the University and helping to identify opportunities which support delivery of the strategic plan
Provide support for events, conferences and ceremonies attended by the Leadership, preparing research, analysis and presentations as directed
Communicate with key stakeholders on behalf of the Leadership's office
EXPERIENCE SOUGHT IN THE SUCCESSFUL CANDIDATE:
Excellent IT skills including word, Excel, Access, PowerPoint email and internet
Electronic diary management
Excellent organisational and planning skills, including workflow management
Proven verbal and written communication and interpersonal skills
Organisational and project management skills
Excellent analysis and problem solving abilities
Demonstrable ability to use initiative and judgment to resolve many problems independently
Ability to take accurate and concise records and minutes of meetings
Ability to work on own initiative and without supervision and organise own workload and priorities
Ability to assess data and information and to identify problems
Academic or vocational qualifications (NVQ3, general education to A-Level, City and Guilds or equivalents)
Macildowie is a specialist recruitment consultancy with a rich history of enhancing the careers of professionals across the Midlands and the Northern Home Counties. We have an unrivalled understanding of the local market place and recruit for the majority of the regions premier employers. To search for all of our live jobs please visit us at www.macildowie.com.