40 hours per week
Permanent - Full Time

Job Title: Personal Assistant
Location: Linton, Maidstone
Own transport advisable due to location

KEY PERFORMANCE AREAS

To provide high level confidential personal assistance to the MD and Team by providing a full secretarial and administrative service, ensuring efficient and accurate diary management, including the provision of travel and accommodation bookings, event management and coordination of meetings.

PRINCIPAL ACCOUNTABILITIES

To provide full personal assistance support by dealing with all correspondence, screening phone calls, enquiries and requests, drafting letters to a high standard, minute meetings, and other administrative tasks as required to support the MD.

To proactively manage and coordinate the diary of the MD by prioritising and arranging internal and external meetings, ensuring appropriate papers are prepared and provided

To provide support for the Board of Directors meetings by booking of meeting rooms, ensuring meetings are properly arranged and serviced. This will include drafting manageable agendas, collating papers and reports, taking accurate minutes and following up on action points, the arrangement of lunches and refreshments.

Arranging travel, visas and accommodation and, occasionally travelling with the MD to take notes or dictation at meetings or to provide general assistance during presentations
Travel, accommodation and itinerary scheduling for clients, suppliers, and overseas visitors to the UK.
Organise, plan, and manage attendances at external conferences, away days, staff meetings and other meetings as required
Processing of MD expenses
Liaising with the Accounts Team ensuring invoices and subscriptions are paid on time
Responsible for Stationery Budget; overseeing the procurement and the authorisation of stationery from requisition to delivery
Undertake any other appropriate duties as required to support the MD to enable them to fulfil their role
Carry out all duties with complete discretion and a high regard for confidentiality
Any other duties relevant to the needs of the organisation and as directed

PERSON SPECIFICATION

Evidence of extensive experience of working in a comparable role
Excellent organisational, time management, interpersonal and communication skills including diplomacy
Proactive with the ability to forward plan, prioritise, manage a complex diary and multiple priorities and deadlines together with a keen eye for detail
Complete discretion and an understanding of the need for confidentiality and GDPR
Excellent knowledge of Microsoft Office including Outlook, Excel, Word, PowerPoint and Publisher
Confident and determined with the ability to work effectively with colleagues at all levels and a wide range of senior external contacts in a high-pressure environment
Willingness and enthusiasm to take on new challenges and develop own role