Personal Assistant Full Time

Executive Personal Assistant

Behind every successful company director, there is an organised, efficient Personal Assistant. Focus Awards, a prominent Ofqual-regulated Awarding Organisation (AO), is actively looking for that person to look after its entrepreneurial Chief Executive. Is that person You?

Who You Are

You already have broad commercial experience; this is essential. You have worked previously for several years with a Director, CEO or other SMT Leader and understand the nuances of communication both within the organisational structure and without.

Our CEO will often rely heavily on you in many disparate areas of his enterprises, ranged from education to property management, trusting that work will be handled efficiently in his absence or on his behalf. Discretion and confidentiality, combined with the ability and desire to “muck in” and engage with the existing team are therefore vital attributes, as are management and supervisory experience. You must also have the capability and mental agility to deal with difficult people and challenging situations occasionally.

You’ll obviously work closely with the CEO and provide a knowledgeable, experienced Interface with the Senior Management Team, external clients, organisations, and public bodies, while integrating with and guiding the activities of a small, relatively inexperienced, but dedicated admin staff.

In addition to your primary function, you’ll provide administrative support and secretarial services, usually on a one-to-one basis. You’ll also help our enthusiastic and loyal office manager to make the best use of her time by dealing with secretarial and administrative scenarios she may not yet have the experience to absorb without guidance. Mentoring skills and experience in this regard will be an invaluable asset.

Initially, you’ll need to build up an extensive knowledge of the various business streams in which the CEO operates. You’ll need to know who key personnel are, both external and internal, and understand the aims and objectives of each stream.

Responsibilities

As the CEO’s PA, you’re often the first point of contact with people from both inside and outside his several business interests, including those outside the education sector. Tasks will include liaising with tenants, estate agents, and independent contractors to help manage his property portfolio, as well as communicating with the government’s Regulator (Ofqual) and stakeholders for Focus Awards.

Some legal and contract knowledge is desirable, and simple bookkeeping and accounting skills an advantage, but you’ll also take care of ‘routine’ PA activities such as dealing with customer service enquires and complaints, recording minutes of business meetings and external audits, and such. Knowledge of the regulated education sector would be a distinct advantage.

General

• Devising/maintaining office systems, including data management and filing
• Arranging travel and accommodation, and occasionally travelling with the CEO to take notes or dictation at meetings or to provide general assistance during presentations
• Screening phone calls, enquiries, and requests, and handling them when appropriate
• Meeting and greeting visitors at all levels of seniority
• Organising and maintaining diaries and making appointments
• Dealing with incoming email, faxes, and post, often corresponding on behalf of the CEO, or drafting appropriate Communications for approval
• Carrying out background research and presenting findings
• Producing documents, briefing papers, reports, and presentations
• Organising and attending meetings and ensuring the CEO is well prepared for meetings
• Liaising with clients, suppliers, and other staff
• Bookkeeping activities and maintaining accounting records
• Working more closely with management if taking on some of the CEO’s responsibilities
• Deputising for the CEO, making decisions and delegating work to others in his absence
• Being involved in decision-making processes

Working hours

You’ll generally work from 9am to 5pm Monday to Friday and will be primarily office-based, but you may occasionally need to be flexible to meet the needs of the business.

Qualifications

Although this position is potentially open to all suitably experienced and competent individuals, graduates, and those with a HND, or business or management qualification, may have an advantage.

All applicants must show evidence of the following:

• Exceptional written and oral communication skills
• Excellent word processing and IT skills, including knowledge of a range of software packages
• Ability to work under pressure and to tight deadlines
• Good organisational and time management skills
• Ability to research, digest, analyse and present material clearly and concisely
• Excellent interpersonal skills
• Ability to work on own initiative
• Honesty and reliability
• Attention to detail
• Flexibility and adaptability to juggle a range of different tasks and be prepared to work extra hours to meet deadlines
• Discretion and an understanding of confidentiality issues

Apply Now

To apply for the Personal Assistant role based in Rotherham, please send a copy of your CV using the apply button provided.

Tagged as: admin, administration, customer service, executive assistant, PA, personal assistant, planning, qualification