Accountable to the Director of Facilities, the Personal Assistant is responsible for providing a comprehensive, confidential and professional support service to the Director in all aspects concerned with the efficient and successful operation of the office and division.
Devising and maintaining office systems, including data management and filing.
Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations.
Screening phone calls, enquiries and requests, and handling them when appropriate.
Meeting and greeting visitors at all levels of seniority.
Organizing and maintaining diaries and making appointments.
Dealing with incoming email, faxes and post, often corresponding on behalf of the Director.
Carrying out background research and presenting findings.
Producing documents, briefing papers, reports and presentations.
Organizing and attending meetings and ensuring the Director is well prepared for meetings.
Liaising with clients, suppliers and other staff.
Carrying out specific projects and research.
Responsibility for accounts and budgets;
Taking on some of the Director's responsibilities and working more closely with management.
Deputizing for the Director, making decisions and delegating work to others in the Director's absence.