Personal Assistant To Director 3

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.
• Being involved in decision-making processes.