Executive Assistant To Director

Role & responsibilities

• Providing full administrative and secretarial support to the Director to ensure the smooth management of her day to day affairs, and most effective use of his time.

• Handling sensitive and complex issues in a professional and objective manner.

• Managing Directors electronic diary, assessing priority of appointments and reallocation as necessary.

• Managing Directors travel arrangements (including visas/accommodation).

• Process Directors correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.

• Maintaining Directors office systems, including data management and filing.

• Maintaining records of Directors contacts.

• Screening calls, enquiries and requests, and deal with them when appropriate.

• Assisting Director in researching and following up with action on matters which fall within the Directors responsibility chasing responses, triggering follow-up action.

• Producing documents, briefing papers, reports and presentations for the Director.

• Organizing meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.

• Prioritize solving issues as directed when they arise through direct engagement with other company functions.

• Assist with preparation of tender documents , other official letter and documents as necessary.

• Any other duties as may reasonably be required by the Director.

Preferred candidate profile

• Educated to degree level or equivalent.

• Experienced Personal Assistant at senior management level.

• Experience of electronic diary management.

• Experience of working in a technical manufacturing firm is preferred.

• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the Company.

• Ability to organise and plan own work.

• Excellent attention to detail, with the ability to maintain a high level of accuracy.

• A flexible, pro-active approach to work including the ability to prioritise and re-prioritise.

• Ability to work on own initiative.

• Ability to deal with sensitive information with discretion and to maintain confidentiality.

• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint