Business PA

Job Title: Executive Support Specialist / Business Personal Assistant

Job Overview:

Step into a pivotal role where your organizational expertise and proactive approach will provide vital operational administration and secretarial support to our management team. You'll ensure seamless alignment with company policies, procedures, legislation, and best practices, playing a key role in the smooth running of our business operations.

Main Responsibilities:

First Point of Contact: Serve as the welcoming face and voice of the company, handling all correspondence and phone calls with professionalism and efficiency.

Letter Preparation: Create and distribute ad-hoc and template communications to both customers and staff, ensuring clarity and consistency.

Collaborative Liaison: Work closely with staff, suppliers, and clients to maintain strong and effective working relationships.

Data & File Management: Organize and maintain our databases and filing systems, keeping everything orderly and accessible.

System Improvement: Implement and refine administrative procedures, ensuring our operations are as efficient and effective as possible.

Document Production: Prepare reports, presentations, and correspondence with a high level of accuracy and professionalism.

Travel Coordination: Manage all aspects of travel, transport, and accommodation arrangements, ensuring smooth and hassle-free logistics.

Expense Management: Accurately manage and process directors' expenses.

Inbox Management: Oversee the PA inbox, ensuring timely distribution of internal communications.

Diary & Meeting Management: Organize diaries, schedule meetings, and arrange conference calls with precision.

Other Duties: Take on any additional responsibilities as directed by your line manager.

Person Specification:

IT Proficiency: Strong knowledge and ability to use IT systems effectively.

Communication Skills: Excellent written and oral communication skills; IT literate and competent.

Influencing & Liaising: Ability to influence and liaise with others effectively, maintaining strong working relationships.

Professionalism: Maintain a disciplined and professional attitude at all times.

Process Improvement: Capable of working within established procedures and contributing positively to improvements.

Creative Thinking: Ability to listen actively and demonstrate creative thinking skills.

Health & Safety Awareness: Understanding of the Health and Safety at Work Act.

Discretion & Trustworthiness: Ability to handle confidential information with tact and diplomacy; strong communication skills are essential.

Key Attributes:

Multitasking Ability: Capable of handling multiple tasks, working well under pressure, and using your own initiative.

Team Player: Work effectively as part of a team.

Communication Style: Strong written and verbal communication skills with the ability to adapt your style to different business units.

Autonomy: Ability to work independently and make decisions confidently.

Flexibility: Adaptable approach to managing a varied workload.

Relationships:

Reporting to: Lead Business PA.

Collaboration: Work closely with the operational team and the wider community, including support services when required.

Liaison: Maintain strong communication and working relationships with managers, senior management, and Directors.

This role is ideal for someone who thrives in a dynamic environment, is highly organized, and has a passion for supporting business operations at the highest level. If you're ready to take on a role where you can make a real impact, we'd love to hear from you!

IT Proficiency: Strong knowledge and ability to use IT systems effectively.

Communication Skills: Excellent written and oral communication skills; IT literate and competent.

Influencing & Liaising: Ability to influence and liaise with others effectively, maintaining strong working relationships.

Professionalism: Maintain a disciplined and professional attitude at all times.

Process Improvement: Capable of working within established procedures and contributing positively to improvements.

Creative Thinking: Ability to listen actively and demonstrate creative thinking skills.

Health & Safety Awareness: Understanding of the Health and Safety at Work Act.

Discretion & Trustworthiness: Ability to handle confidential information with tact and diplomacy; strong communication skills are essential.

Key Attributes:

Multitasking Ability: Capable of handling multiple tasks, working well under pressure, and using your own initiative.

Team Player: Work effectively as part of a team.

Communication Style: Strong written and verbal communication skills with the ability to adapt your style to different business units.

Autonomy: Ability to work independently and make decisions confidently.

Flexibility: Adaptable approach to managing a varied workload.