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Personal Assistant to Head of Bids & Tendering in Chippenham, Wiltshire, United Kingdom

Coyle Rail Ltd, Chippenham, Wiltshire

Personal Assistant to Head of Bids & Tendering in Chippenham, Wiltshire, United Kingdom

Salary not available. View on company website.

Coyle Rail Ltd, Chippenham, Wiltshire

  • Full time
  • Permanent
  • Onsite working

Posted today, 8 Oct | Get your application in now to be one of the first to apply.

Closing date: Closing date not specified

job Ref: ea8672b9a28b45e79b6ee410684895f3

Full Job Description

  • Proactive diary management, setting up meetings and visits (collaborating closely with key PAs in other departments as required), pre-empting and resolving issues independently to ensure a smooth day-to-day for the Head of Bids & Tendering
  • Organise bid meetings, collaborating closely with Exec / SMO PAs to ensure necessary attendance
  • Schedule Bid approval meetings and coordinate preparation of required documentation, ensuring necessary quality achieved every time
  • Take meeting minutes and actions as required
  • Review incoming emails, prioritise and highlight to Head of Bids & Tendering, or action independently where appropriate
  • Manage expenses and other approvals as delegated by the Head of Bids & Tendering
  • Professionally expedite delegated actions from Head of Bids & Tendering
  • Support Bids & Tendering leadership team as required
  • Manage new starter and induction process on behalf of Head of Bids & Tendering and their leadership team, incl. liaising with Resourcing, HR and IT
  • Update department org charts as required
  • Raise purchase orders for department cost centre
  • Manage monthly Team Brief and Bid Team Update process, incl. organisation of guest speakers
  • Facilities management for the team and wider Bids & Tendering function, incl. organising IT
  • Establish good working relationships with key internal and external PAs / Administrators
  • Holiday / sickness cover for other admin staff
  • Travel booking, including accommodation, transport, currency
  • Organise periodic functional events (e.g. annual conference) and training courses
  • Support contract approvals ensuring appropriate authorisations are in place Format bid submissions and other documents
  • Support the production of PQQs as required
  • Administer departmental SharePoint sites

    PA / Secretarial experience (minimum 3 years)
  • Good interpersonal skills and collaborative approach - a team player
  • Proactive and able to operate on own initiative with minimal supervision
  • Highly organised and deadline driven, professional working style
  • Able to work with complete confidentiality
  • Office 365, particularly proficient in Outlook, Word and PowerPoint.
  • Experience with SharePoint, preferably advanced level

    Chippenham, Wiltshire, United Kingdom | GBP £15.00 to £22.00 Per Hour | Contract