personal assistant to director

We are currently hiring for a Personal Assistant to the Managing Director. If you are interested in the role, please email your CV to Click to view subject: ‘PA to MD Job Role’.

The PA to the managing director must be aware of the organizations aims and objectives and work to help the MD make the best use of his time by assisting in various projects as well as dealing with all secretarial and administrative tasks. The PA will be the first point of contact with both internal and external people. Discretion and confidentiality are essential attributes to be successful at this role.

Main Tasks:

Diary management – outlook experience essential
Booking meetings/appointments
Business travel – booking flights, hotels, car hire, valet parking etc.
Organizing visas
Arranging visa invitation letters to overseas visitors
Maintaining MD’s travel log
Maintaining MD’s planner
Reconciling monthly expenses
Check report produced by receptionist for staff sickness/holiday is correct-daily update of sickness absence report.
Fielding calls for MD & taking messages.
HR Administration – contracts/offer letters, relevant paperwork, maintaining personnel files. Liaise with outsourced HR dept. on any disciplinary occurrences.
Pension & death in service administration – liaison with pension administrators
Organizing food/refreshments for business lunches
Provide cover when necessary for Reception duties- mainly absence report and incoming/outgoing post and Boardroom bookings.
Inputting and updating contact details into Outlook.
Managing office and window cleaners and cleaning contracts
Managing landscapers/gardener’s contract
Carrying out research for particular projects as requested by MD.
Organizing corporate & staff events
Assisting with the organization of exhibitions and possibly attending if required
Managing First Aid and Fire Marshall training
Maintaining staff car park records
Taking minutes at various management meetings & typing up minutes
Organizing interviews/ liaising with recruitment agencies
Organizing squash box matches
Purchasing various items for MD as and when required
Paying personal bills for MD
Organizing medical/dental appointments
Organizing MD’s personal/family cars – insurance, MOT, servicing, repairs etc.
Organizing MD’s personal hobby of motor racing – insurance, track/test days, flights & hotels where required. Arranging flights/hotels for race team
Assisting MD with personal holiday/events
Ad hoc paperwork & duties

Technical & essential Skills

Knowledge and experience with complex travel and flight itineraries, particularly international travel/hotel bookings
Experience of working for Directors/Senior Management
Excellent Diary Management with the ability to pre-empt and look ahead at all times.
Essential experience in Microsoft Office- Outlook/Word/Excel/PowerPoint

Interpersonal Skills

Ability to multitask and experience of dealing with a demanding role and high-level workload.
Ability to priorities work and manage time effectively and be proactive.
Excellent Organizational skills
Communication skills – the ability to communicate well at all levels.
Demonstrate a professional manner at all times and possess the ability to remain calm under pressure.
Self-motivated
Ability to maintain a high level of discretion.