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Secretary/PA

  • Location:

    Reading, Berkshire

  • Sector:

    Admin & Secretarial

  • Job type:

    Permanent

  • Salary:

    Negotiable

  • Contact:

    Khesha

  • Contact email:

    Reading.web@brookstreet.co.uk

  • Job ref:

    HF4700_1549619628

  • Published:

    4 months ago

  • Expiry date:

    10/03/2019

  • Startdate:

    Asap

Job Description

I have an opportunity for an experienced PA/administrator who enjoys a busy and challenging role and has a good eye for detail and accuracy. The role is based in Reading, Monday till Friday 9am till 5pm.

The Role
To provide complete and wide ranging PA support to designated Executive Directors, including all administrative support and ensure the efficient and professional day to day management of the Executive Directors` offices. The post holder will be delegated a high level of administrative responsibility and will be expected to manage their own work and take decisions within broadly defined administrative policies and without reference to senior management. They will be expected to appropriately manage highly confidential, complex and sensitive information concerning staff and the organisation as a whole, exercising discretion and upholding high professional standards at all times.

Key Responsibilities

Provide confidential and timely diary and inbox management to their designated Executive Directors ensuring that their time is well managed.

Facilitate a busy schedule of meetings and formal committees including preparing meeting papers, arranging venues, taking minutes and updating action logs.

Manage and prioritise all incoming and outgoing correspondence, initiating responses and drafting where appropriate, whilst at all times demonstrating high levels of precision, discretion and confidentiality

Produce briefing documents and background information as required.

Produce high quality and timely reports, presentations, letters and other correspondence on behalf of the Executive Directors.

Develop and maintain effective electronic and paper filing systems to ensure that information is kept securely and is accessible to appropriate individuals.

Be the first point of contact for the designated Executive Directors, providing advice and guidance or forwarding where appropriate.

Plan, prioritise and manage complex and conflicting workloads.

Ensure that issues are bought to the attention of the relevant Executive Director, and in their absence, to use judgement when dealing with or redirecting call and queries that require an immediate response and ensure that these are addressed in a timely manner.

Act as a point of contact, dealing and responding effectively with complex queries from stakeholders and passing on information sensitively and autonomously.

Manage and coordinate the administration function of conferences, events and complex meetings which may involve securing local key speakers, negotiating with venues, arranging travel, ordering catering, setting up media equipment and preparing pack materials.

Contribute to the development and implementation of procedures and protocols relating to administrative systems.

Support the Executive Directors in areas such as timesheets and expenses.

Support the Executive Directors in the recruitment and induction of new staff.

Contribute to the commissioning of goods and services as required.

Experience required
Educated to degree level or equivalent level of experience of working at a similar level.
Advanced knowledge of software programmes such as Outlook, Word, Excel and Powerpoint.
Well-developed interpersonal and oral/written communication skills.
Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales.

If this sounds like the role for you call Khesha today on 0118 9588990 or email to discuss further
 

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