PA TO MANAGING DIRECTOR

We are looking for a highly organised, proactive and dependable Personal Assistant to provide comprehensive support to the Managing Director.

This is a busy and varied role requiring someone who is exceptionally organised, able to anticipate requirements and confident managing multiple priorities simultaneously.

A significant part of the position will involve complex diary management, coordinating meetings and appointments and ensuring the Managing Director's time is managed effectively.

The role will also have responsibility for maintaining accurate records relating to a fleet of multiple vehicles, including insurance, servicing, MOTs, maintenance and other important renewal dates.

The successful candidate will be an excellent communicator with strong attention to detail and the ability to handle confidential and sensitive information with complete discretion.

Key ResponsibilitiesDiary & Executive Management

• Provide comprehensive day-to-day PA support to the Managing Director.
• Take ownership of a busy and constantly changing diary, ensuring the Managing Director's time is organised effectively.
• Schedule and coordinate internal and external meetings, appointments and calls.
• Proactively manage diary conflicts, changing priorities and last-minute requests.
• Ensure sufficient travel and preparation time is built into the diary.
• Confirm appointments and ensure the Managing Director has all relevant information ahead of meetings.
• Act as a key point of contact for people wishing to arrange meetings with the Managing Director.
• Prioritise meeting and appointment requests according to urgency and business requirements.
• Coordinate business and personal appointments where required.
• Provide reminders regarding important meetings, deadlines and commitments.
• Arrange travel, accommodation, transport and itineraries when required.
• Prepare schedules and detailed itineraries for particularly busy periods.
• Ensure follow-up actions from meetings and appointments are completed.

Vehicle Administration & Record Keeping

Take responsibility for maintaining accurate and up-to-date records for multiple vehicles, ensuring important dates and requirements are never missed.

Responsibilities will include:

• Maintaining a central vehicle database/register.
• Keeping accurate records of vehicle insurance policies and renewal dates.
• Monitoring and arranging MOTs.
• Monitoring servicing schedules and booking vehicles in for servicing.
• Keeping records of vehicle maintenance and repairs.
• Liaising with garages, dealerships, insurers and other suppliers.
• Maintaining copies of insurance certificates and relevant vehicle documentation.
• Tracking vehicle tax and other renewal requirements.
• Maintaining records of breakdown cover and roadside assistance.
• Keeping details of warranties and manufacturer servicing requirements.
• Monitoring mileage where required.
• Arranging tyre replacements, repairs and other maintenance.
• Obtaining quotations for servicing, repairs and insurance when required.
• Ensuring documentation relating to each vehicle is organised and easily accessible.
• Creating reminders well in advance of MOT, insurance, servicing and other renewal dates.
• Maintaining records of expenditure relating to individual vehicles.
• Ensuring the Managing Director is kept informed of upcoming costs, appointments and renewals.

Administration & Organisation

• Maintain accurate electronic and paper filing systems.
• Create and maintain spreadsheets, trackers and administrative records.
• Manage correspondence and documentation on behalf of the Managing Director.
• Draft emails, letters and other correspondence when required.
• Handle confidential documents and information with discretion.
• Process expenses, invoices and receipts.
• Maintain records of important contracts, subscriptions, memberships and renewal dates.
• Coordinate with suppliers and external contacts.
• Keep important documents organised and easily accessible.
• Monitor deadlines and proactively remind the Managing Director of upcoming actions.
• Assist with ad hoc projects and administrative tasks as required.

Skills & Experience

• Previous experience as a PA, Executive Assistant, Personal Assistant or Senior Administrator.
• Extensive experience managing a busy and complex diary.
• Exceptional organisational and time-management skills.
• Excellent attention to detail.
• Strong administrative and record-keeping skills.
• Confidence managing multiple deadlines and priorities.
• Excellent written and verbal communication skills.
• Strong Microsoft Office skills, particularly Outlook, Word and Excel.
• Experience maintaining spreadsheets, trackers and databases.
• A proactive approach with the ability to anticipate what needs to be done.
• Confidence dealing with external suppliers and professional contacts.
• The ability to work independently and use initiative.
• A high level of discretion when dealing with confidential information.

Personal Attributes

• Exceptionally organised
• Proactive and forward-thinking
• Reliable and dependable
• Calm under pressure
• Detail-focused
• Professional and articulate
• Flexible and adaptable
• Comfortable working in a fast-paced environment
• Able to juggle numerous priorities without losing attention to detail
• Naturally inclined to keep records, diaries and documentation organised
• Confident taking ownership of tasks and seeing them through to completi

If your application is successful, you will be contact shortly.

The job title and description in this advertisement may differ from the client's official job description/contract .We appreciate your interest in this role. E-Personnel Recruitment aims to acknowledge all applications, but due to the high volume of CVs we receive, this may not always be feasible.

You can apply with the utmost confidence to E-Personnel Recruitment directly, experts in both Permanent and Temporary Recruitment, and a proud member of the Recruitment & Employment Confederation (REC), the professional body for the recruitment industry.