Personal Assistant to the Managing Director

JOB DESCRIPTION

Summary of job

 Provide full administrative and secretarial support at a senior level to the Managing Director to ensure the smooth management of her day to day affairs, and most effective use of her time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence.

 Main responsibilities

· Managing Director’s travel arrangements (including visas/accommodation).

· Managing Director’s office systems, including data management and filing.

· Maintain records of Director’s contacts.

· Screen calls, enquiries and requests, and deal with them when appropriate.

· Assist Managing Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.

· Produce documents, briefing papers, reports and presentations for the Director.

· Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.

· Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers.

· Assist/support Managing Director, Executive Director in arranging funding partner and other events.

· Meet and greet visitors at all levels of seniority.

· Supervise all Trust incoming/outgoing mail.

· Any other duties as may reasonably be required by the Director.

External relationships

· Conference facility, catering and accommodation personnel.

Person specification

· Educated to degree level or equivalent.

· Experienced Personal Assistant at senior management level.

· Ability to organize and plan own work.

· Excellent attention to detail, with the ability to maintain a high level of accuracy.

· A flexible, pro-active approach to work including the ability to priorities and re-priorities.

· Ability to work on own initiative.

· Ability to deal with sensitive information with discretion and to maintain confidentiality.

· Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint