PA to Director-Nexus

Role: Personal Assistant

Reporting to: Director - Nexus

Job Summary: We are seeking a proactive and highly organised Personal Assistant with at least two years of experience to support the operational goals of Nexus (our business generation & concierge team) and our branch network. This role requires a detail-oriented professional with exceptional administrative and communication skills to ensure the smooth and efficient running of daily operations in a fast-paced environment.

The ideal candidate will:

• Excel in organisation and task prioritisation, handling multiple responsibilities effectively.
• Possess strong IT proficiency and problem-solving skills.
• Demonstrate excellent communication abilities and a proactive, approachable attitude.

As a key member of our team, you will provide essential support to the Director of Nexus and contribute to our commitment to customer service and operational excellence.

Key Responsibilities:

• Administrative Support: Provide high-quality support to the Director of Nexus and the broader management team, including scheduling, calendar management, handling calls, and drafting correspondence.
• Documentation: Create and maintain organised databases and filing systems, prepare reports and presentations, and complete paperwork for new starters, leavers, and PIF changes in alignment with HR processes.
• Liaison: Act as a bridge between clients, suppliers, and internal teams, including close collaboration with the training team to ensure Nexus staff complete necessary training and available courses.
• Coordination: Serve as a point of contact among departments and external clients, coordinating meetings, handling communications, and supporting effective resource allocation, including rota planning, break allocation, and leave requests.
• Office Management: Oversee general office functions such as ordering supplies, maintaining equipment, and keeping a clean, organised workspace.
• Data Entry & Reporting: Compile and manage MI as needed, assist in data entry, and prepare and report agent commissions, overtime, and absence information for payroll.
• Travel Arrangements: Arrange travel and accommodation for staff members as needed.
• Expense Management: Collect and organize expenses for the Director and Operations Manager.
• Meeting & Event Coordination: Assist with planning and coordinating meetings, events, and conferences, including preparing agendas, taking minutes, and handling logistics.
• Communication: Ensure smooth and effective communication across all channels, including email, phone, and digital platforms.
• Research: Conduct research on behalf of the Director to support ongoing projects.
• Miscellaneous: Perform additional tasks as required to support Nexus and its operations.

Qualifications & Skills:

• Experience: Minimum of 2 years in an administrative or secretarial role.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management tools.
• Communication Skills: Exceptional verbal and written communication abilities.
• Organizational Skills: Strong time management, multitasking, and attention to detail.
• Interpersonal Skills: Ability to collaborate effectively at all levels and maintain confidentiality as needed.
• Problem-Solving: Ability to handle issues proactively, remain flexible, and work well under pressure.

Preferred Skills:

• Experience handling confidential information.
• Familiarity with basic HR functions.
• Experience working with CRM tools.