Job Title: PA to Chief Operating Officer
To provide high level and dedicated organisational support; to identify the important business issues as they arise and to assist the Chief Operations Officer and the Senior Operations Managers in managing their time effectively to meet the needs of their roles
Hours of work:
35 hours per week Monday- Friday. Hours may vary in line with business needs.
" Diary management - Providing extensive email and schedule management and maintaining a high level of time management skills. Deal with issues as they arise and to schedule meetings appropriately on request taking into consideration key business issues in order to identify which items are critical and need to be prioritised and which can be dealt with by alternative means or delegates.
" Organising meetings - To organise meetings for the Chief Operations Officer and other Senior Operations Managers as required. To be aware of the purpose of meetings scheduled and ensure all attendees receive any relevant documentation prior to the meeting occurring. To compile agendas and provide minutes for meetings where required.
" To handle incoming telephone calls and transfer messages in a timely way
" Compile the departmental newsletter
" Liaise effectively and professionally with internal and external contacts within and outside of the organisation
" Management of inbox - responsible for managing emails of a sensitive and confidential nature and identify and prioritise important emails
" Required to prepare documents, spreadsheets and presentations and review the content of such documentation to ensure accuracy of data as well as the suitability
" To prepare and design PowerPoint presentations as required
" To ensure all filing and archiving is accurately maintained
" Arranging all domestic and international travel requirements, inclusive of Visa applications within the Operations Department.
" Organise hotel bookings and itineraries etc. for visitors to the Operations Department.
" Monitoring and supporting the COO in controlling department expenditure, individual expenses. Reviewing and processing credit card reconciliations.
" Compilation and management of some Head Office reporting to ensure the quality is of a high standard and deadlines are met.
" Ensure monthly internal reports are completed and distributed in accordance with business review deadlines.
" Adhering to the risk management and compliance obligations relevant and supporting the COO in controlling these processes.
" Reporting and escalating risk and compliance related concerns, issues and failures to management.
Business Support Group
" To play an active role in the BSG
" To undertake any other duties and projects as required
Your Skills and Experience
" Excellent organisation skills and the ability to manage multiple tasks simultaneously
" Ability to communicate effectively and professionally with people of all levels and to understand and communicate complex messages both to and from those supporting
" Ability to demonstrate initiative and prioritise work appropriately
" Ability to quickly pick up knowledge of the business and use this knowledge to make judgements on key issues
" Assertive and confident
You will also be responsible for the following;
Health & Safety
" To ensure that your work area is kept safe and tidy at all times.
" To abide by the Health & Safety Work Act 1974.
" To notify the Company Health & Safety officer or the Managing Director of any Health & Safety issues which may cause harm to fellow employees.
" To advise your Manager of any areas of work for which you require any additional training.
Quality Management System
" To work as a member of a team within the quality system and foll