Personal Assistant

Personal Assistant

6 Month Contract (Likely extensions)

Warwick (2/3 days onsite)

Salary: C.£35,000 per annum

Job Purpose:

The role holder is required to provide a comprehensive support service to Directors and their direct reports by carrying out a wide range of duties to support and assist with day-to-day activities.

Key Accountabilities:

• Responsible for inducting all new starters into the specific business area / function. Ensure that all new starters and contractors (incl. guest access on sites as appropriate) obtain security pass to building and that laptop, system access, telephone etc. are arranged for commencement of work within the team.
• Act on own initiative to organise meetings and manage diary to maximize Directors / senior leadership teams time and make effective use of travel/transport arrangements.
• Ability to support virtual meetings. Must be fully competent in the use of in-room technology at key sites (as appropriate).
• Assist with preparation of communications and presentations, including arranging external visits in collaboration with Media & External Comms.
• Co-ordinate and support with ad-hoc projects within the team as requested
• Proactively manage the administration of enquiries from both internal and external sources taking appropriate action and manage with discretion, sensitive information and highly confidential documents including Executive Papers.
• To provide PA support to colleagues if required for annual leave cover.
• Organising team events for the Directors and their direct reports as required
• Be able to pre-approve Expenses for the Director / and for their direct reports (as required) and process Purchase Orders on their behalf if required.
• Attend meetings and provide secretarial duties, typing presentations
• Compose, type and issue routine correspondence and prepare more complex correspondence for approval

Knowledge & Experience Required:

• Experience of working as a Personal Assistant
• Ability to assemble and handle highly confidential and sensitive information with discretion.
• Excellent awareness of the organisation, business issues and activities is essential
• Good experience of office systems including MS Word Excel & Powerpoint
• Experience of liaising with senior members of staff, internally and externally
• Excellent organisational skills
• Experience of systems to process expenses, shopping carts and purchase orders
• Demonstrates initiative and flexibility, taking personal responsibility for solving problems promptly
• Communicates effectively with external and internal customers
• Reviews accuracy of own work and checks that all details are accurate to ensure multiple task and projects are completed on time

Note - if you do not hear back within 48 hours of applying, please assume you have been unsuccessful on this occasion, however, we will have your CV and contact details on files should something more suitable arise.

Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.