PA to CEO and Finance Director

  • Salary: Dependent upon experience
  • Reference: GL/TL/01
  • Location: Birmingham

MAIN DUTIES AND RESPONSIBILITIES:

  • Prepare correspondence, reports and materials for publications and presentations
  • Set up CEO and Finance Director travel arrangements
  • Set up accommodation and entertainment arrangements for Company visitors
  • Maintain and review CEO and Finance Director’s calendars
  • Prepare and maintain CEO and Finance Director’s expense reports
  • Set up and co-ordinate meetings and conferences
  • Create, transcribe and distribute meeting agendas and minutes
  • Answer telephones and handle calls providing a polite, courteous and efficient service, taking messages and providing immediate help to all callers
  • Ensuring messages are delivered correctly, swiftly and directly to staff
  • Logging calls and ensuring a professional response is returned
  • Meet and greet clients and visitors
  • Maintain signing in protocols
  • Perform general clerical duties to include but not limited to scanning, photocopying, faxing, binding and filing
  • Maintain hard copy and electronic filing system
  • Sign for UPS.FedEx,Airborne packages
  • Franking of all outgoing mail on time and distribution of incoming mail to appropriate departments
  • Book meeting rooms
  • Organising away days and corporate events.
  • Record and handle all ingoing and outgoing couriers
  • Updating internal telephone records of staff contact numbers
  • Completing Reception related duties as required
  • To perform other such duties as generally correspond to the nature of the position and its level of responsibility.

PERSON SPECIFICATION:

  • Previous experience of working as a Personal Assistant
  • Substantial experience in use of IT systems e.g. Word processing, spreadsheets, internet, Excel, power point
  • Appropriate level of data protection, security awareness and confidentiality awareness
  • Ability to work as part of a multidisciplinary team and establish good working relationships at all levels
  • Ability to work and act on own initiative
  • Ability to demonstrate excellent communication skills both orally and written
  • Ability to develop effective administration and support systems
  • Ability to complete tasks and projects on time and to a high standard, demonstrating a can-do attitude
  • Ability to work to tight deadlines and under pressure
  • Ability to prioritise and manage own and others’ workloads
  • Willingness to work flexibly
  • Is courteous and effective when dealing with people, exchanges information in a tactful and diplomatic manner, able to communicate effectively at all levels
  • Regularly demonstrates a positive attitude and is customer focused ensuring that the needs of our customers are maintained and managed appropriately
  • Able to ensure that internal policies and procedures are complied with
  • Excellent timekeeping and attendance
  • Excellent attention to detail ensuring 100% accuracy at all times.

If you feel that your skills and experiences match the role, please send a CV and covering letter to Tracy Lenaers, HR Advisor tracy.lenaers@bromfordindustries.co.uk.

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