Personal Assistant

Job Purpose

The Personal Assistant (PA) reports directly to the CEO and works closely with members of the Executive Leadership Team, providing information management support to enhance their effectiveness. The role provides a valuable contribution to transforming the business into a world class leader of products and services to learners and career professionals as well as to employers and organisations, worldwide. 

The PA role is highly visible and varied, providing a comprehensive and confidential high level administrative role in support of the company's mission and vision.

Key accountabilities

1) Support the CEO by providing a high standard of personal executive level assistance to meet the needs of the CEOs objectives, including a significant amount of diary management, setting up meetings, hospitality, travel and visa arrangements worldwide.

2) Support the Executive Leadership as required with setting up meetings, drafting agendas, taking minutes at meetings, circulating papers.

3) Work closely and provide proactive support to the Executive Leadership Team, including administrative support, travel arrangements, processing expenses, visa applications, greeting visitors and ensuring the consistent application of all  policies and procedures.

4) Undertake a range of Governance duties, including amendments to Directors details with Companies House, company insurances and health and safety requirements.

5) Process Director diaries and holiday requests and absences using  attendance system with high levels of attention to detail.

6) Comply with data protection legislation, manage company files and filing (both electronic and hard copy), archiving or disposal of documents when appropriate. Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. 

7) Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

8) Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

9)Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

10)Maintains customer confidence and protects operations by keeping information confidential.

11)Completes projects by assigning work to clerical staff; following up on results.

12)Prepares reports by collecting and analyzing information and secures information by completing data base backups.

13)Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.

14)Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Nature and scope

This is a broad, busy and visible role in which you will need to provide a confidential and professional

PA service to the CEO and Executive Leadership Team.

The role requires a motivated and flexible individual with exceptional multi-tasking ability as the

demands on the role will vary from time to time.

As an international organisation, the job holder will need to be an effective communicator with people

at all levels and from all backgrounds and cultures. Building and maintaining good relationships with

all contacts (internally and externally) is key to success in the role.

The job requires that you have a mix of skills and experience and initiative to respond to a range of

queries and responsibilities in the absence of senior managers. The work is always confidential,

often to tight deadlines and you will need to be accurate and demonstrate excellent organisation

and time management skills.

Knowledge, qualifications and experience

- Relevant secretarial training and qualifications, you will have proven experience as an all-round executive level PA.

- You should also be willing to continually update your skills and develop your knowledge of the qualifications and awarding body industry. An interest in HR would be an advantage.

- You must have excellent interpersonal, customer service and time management skills, together with diplomacy, tact and well developed organisational skills.

- You must have the confidence to deal with people at all levels and from all backgrounds.

The ability to listen and communicate confidently and clearly, both orally and in writing is essential.

- The work requires administrative ability and is often to tight deadlines where accuracy and confidentiality are essential requirements of the job.

- You must be IT literate with experience of Microsoft Office including Outlook, Word, Excel and Powerpoint. You will need to be able to draft correspondence both standard and ad-hoc with minimal supervision ensuring both quality and accuracy in all your work.