Purpose of the Role:
The PA to Executives will provide dedicated administrative and organizational support to the CEO and team of Directors. This includes coordinating multiple calendars, appointments, booking travel arrangements, and preparing confidential itineraries for staff across all companies that report into the UK/EU Headquarters.
Key Responsibilities:
*Manage multiple calendars and appointments for the CEO and Directors, ensuring efficient time management.
*Handle sensitive communication, including phone calls, emails, and correspondence, with a high level of confidentiality.
*Perform day-to-day administrative tasks, such as updating event attendance trackers, booking meeting rooms, greeting visitors, and running errands when necessary.
*Coordinate internal and external meetings, take minutes, organise supporting resources, and distribute meeting notes and follow-up action points.
*Assist with managing the CEO and Directors’ action lists, prioritizing tasks, and ensuring deadlines are met.
*Consolidate and prepare documents, reports, presentations, and meeting agendas.
*Handle expense reports and credit card statements for the executive team.
*Maintain office presentation and organisation.
*Organise external meetings and events, book venues, and manage hospitality and logistics.
*Book travel and accommodation for the executive team and staff across all UK-based companies.
*Support the Marketing Director with the creation, updating, and management of marketing materials and event schedules.
*Continuously support the company’s environmental goals and promote sustainability practices.
Competencies and Qualifications:
*Exceptional organisational skills and the ability to manage multiple calendars.
*Strong time management skills and efficiency in handling time-sensitive tasks.
*Discretion and confidentiality in handling sensitive information.
*Meticulous attention to detail.
*Excellent verbal and written communication skills.
*Proactive approach and ability to anticipate the needs of executives.
*Problem-solving skills and ability to handle unexpected situations.
*Strong interpersonal skills and ability to build relationships.
*Technologically proficient with advanced knowledge of Microsoft Office and other relevant software.
Desirable Skills:
*Experience in budget tracking, expense reconciliation, and financial reporting.
*Supplier contract management and negotiation skills.
*Project management experience and leading cross-departmental initiatives.
*Ability to create executive-level reports and presentations using excel and presentation applications.
Person Specification:
*Friendly and outgoing personality.
*Able to commute reliably to the Colnbrook Head Office and other sites as required.
*Occasionally handle out-of-hours or time-sensitive schedule adjustments.