Personal Assistant to CEO

The PA provides support on a personal basis to the Directors and general administrative support to the wider team. The role holder will undertake administrative and supportive tasks to ensure that colleagues are able to undertake their work more effectively and that the office operates smoothly.  Actual duties may vary in order to ensure colleagues are supported when required.

Duties (include but are not limited to):

• Ensure all secretarial, administrative, and clerical requirements are met in a timely and efficient manner.
• Diary management, including scheduling meetings and dealing with correspondence on behalf of the Directors, reminding them important tasks and deadlines.
• To provide a “front of house” professional approach to visitors ensuring hospitality is offered in a professional and welcoming approach.
• Acting as a first point of contact, act with professionalism and efficiency in all telephone and email contact with suppliers, customers, and others.
• Develop and maintain effective office systems including a telephone messaging system, bring forward systems, electronic and manual filing systems etc whilst ensuring that progress on items are tracked and dealt with in accordance with deadlines.
• Undertake a wide range of administrative duties i.e., filing, photocopying, diary management, post, drafting responses, preparing, and distributing reports and other documents accurately and to deadlines and in a way which reflects the professionalism of the Company.
• Managing databases and filing systems as required.
• Keep stock of office supplies, manage the stationary and office equipment ordering system, place orders and deal with the receipt of goods as required.
• Submit timely reports and prepare presentations/proposals as assigned.
• To take informal minutes of meetings as required, including typing, preparation, and distribution of agenda, and supporting papers.
• Supporting with by preparing quotes and proposals, preparing and managing the sales board, and following up om quotes and proposals.
• Booking and arranging travel, transport and accommodation when required.
• Managing DBS Checks/CSCS cards.
• Managing Display Energy Certificate enquiries, quotes and gathering information necessary from client to provide to third party auditor.
• Provide support to Marketing, IT, HR, and Sales.
• Liaise with clients and business guests.
• Booking staff courses as required.
• Screen and distribute correspondence from inboxes and direct phone calls to correct correspondent.
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
• Researching/providing support to internal and external company events.