Personal Assistant / PA

Personal Assistant

London, Marlybone

FTSE 250 Global Engineering Organisation

£30,000 - £35,000

My client are a global defence and engineering organisation and are looking to recruit a talented PA provide a high quality and professional service to the Global HR & Organisation Development Director, Fleet Director and Safety Director as well as support and facilitation of the wider team. This is to be achieved within a demanding, time pressured environment where organisational skills, flexibility, pro-activity, attention to detail and meeting deadlines are paramount.

Main Accountabilities:

• Support to the three directors. Pro-actively managing and co-ordinating diaries; meeting requirements with appropriate travel times and travel bookings.
• Preparation and control of document packs and prompting timely updates for outstanding actions.
• Providing a high quality point of contact for internal and external stakeholders, managing calls, mail and email in a manner appropriate to represent Babcock.
• Filtering and logging correspondence and ensuring it is distributed to principals in a timely manner for them to action and respond.
• Management of confidential and sensitive matters.
• Booking travel and meeting rooms in support of scheduled meetings.
• Holding weekly catch up meeting with supported principals to ensure plans and priorities remain coherent.
• Managing all requests for IS.

Additional accountabilities:

• Plan and organise events and conferences as and when required.
• Raise purchase orders in SAP for suppliers.
• Attend meetings to act as a minute taker.
• Prepare letters, reports, minutes and presentations.
• Maintain records and filing systems.
• Provide secretarial support to visitors and colleagues as and when required.
• Provide administrative support to the Aviation office and other PA in London as and when required during big meetings and busy periods.

Knowledge, Qualification and Experience:

• Executive secretarial experience of working in a high profile, pressured and busy office environment
• Extensive, proven experience in complex diary management
• Experience of meeting and e-mail management

Skills & Competencies

Technical

• Experience of working in a busy environment where there can be peaks of high pressure
• Shorthand, audio or equivalent
• Proficient in Microsoft applications to include PowerPoint, Word, Excel and Outlook
• Professional customer service and telephone manner
• High quality letter writing (grammar and spelling)
• Organisation skills (facilitation and co-ordination of others)
• Creating reports in a professional manner
• Ability to prioritise and achieve deadlines

Interpersonal/Behavioural

• Excellent communication skills
• Ability to empathise with, understand and 'second guess' managers needs
• Possess a robust disposition
• Ability to deal with confidential and sensitive matters
• Ability to work in an open plan office
• Team Player

To be considered for the ad, please apply within.