Our client, a renowned Historical Society based in Central London, have a permanent requirement for an experienced PA, supporting three Directors.
The successful applicant is likely to have worked in an Educational, Historical, Artistic or Environmental type of Organisation at some stage in their career to enable them to have an insight into, and interest in, this Society’s day to day activities. The ability to liaise with Senior staff members, manage complex and busy diaries and use good judgement will be essential. Excellent interpersonal skills, a high level of organisational and time management skills and the ability to produce work to a consistently high standard within tight deadlines will be a pre-requisite. The role requires complete confidentiality therefore discretion is essential.
The purpose of this role is to provide dedicated support to multiple Directors, ensuring the best use of their time and effective communications. There are a great many calls in the Directors’ time and attention and their PA must exercise judgement and tact in monitoring and prioritising these. They also have access to many diaries and need a good grasp of the Directors’ priorities and the organisational skills to schedule things appropriately.
The job holder will also deal with influential people outside the museum and must be capable of representing the museum in a professional and positive manner and adept at building strong and confident relationships with a range of important external stakeholders, including media, sponsors and donors, trustees. They will also be handling sensitive and confidential issues and must keep the highest level of confidentiality at all times.
RESPONSIBILITIES
• Organise complex diaries, meetings, events, tours and visits to ensure a smooth running itinerary for the Directors and cost effective hotel and travel arrangements, including overseas travel
• Manage the Directors’ correspondence and paperwork (paper and electronic). Draft and prepare outgoing communications. Maintain Directors’ contacts information and filing systems
• Organise paperwork for major meetings ensuring the Directors are fully prepared for all meetings and events and has a full understanding of the relevant circumstances
• To respond professionally to incoming calls dealing with as many as possible directly to free up Executive time, presenting a positive image to callers
• Assist with the organisation of VIP meetings liaising with offices of senior leaders and external stakeholders, such as trustees, donors and DCMS to ensure the events go smoothly
• Provide administrative and budget/finance support screening and processing invoices, purchase orders and monitoring and reporting on budgets to ensure that costs are on track
• Format and prepare reports, spreadsheets, presentations and communications to support meetings, events, announcements, roadshows or other initiatives
• Welcome to visitors to the Executive office, ensuring their needs are catered for
• Edit and disseminate internal communications on behalf of Director through various channels including the intranet
• Collaborate with colleagues to ensure cover for the Executive Office during office hours and the efficient running of the office (e.g. filing systems, stationery, room bookings, incoming mail or calls, and literature) and support other Directors as required. Organising or preparing refreshments for visitors and colleagues when required
• Attend and minute meetings and committees as directed, to provide a record of proceedings. Follows up on actions to ensure they have been taken
• Support Directors with ad-hoc duties e.g. typing reports / letters from manual copy
• Submitting purchase orders, submitting expenses and running reports from the Finance system Focal Point (with appropriate training).
PERSONAL SPECIFICATION
• Excellent numeracy and written skills, good eye for detail e.g. able to track through schedules and budgets and spot problems ahead of time, as well as managing large volumes of material
• Advanced user of ICT for report, spreadsheet and presentation preparation using the Microsoft Office software suite. Grasps new technology easily. Experience of using databases would also be an advantage
• Ability to undertake basic research and analysis in diverse fields
• Proven track record in working as PA or senior-level secretary to Directors
• Experience dealing face-to-face with high-level stakeholders
• Experience maintaining and monitoring complex diaries
• Experience setting up and organising filing and office systems to permit access by multiple users and tracking of items
• Experience organising events and visits, including overseas travel and multiple stakeholders
Technical/Work based Skills
• Excellent communication skills, including very high standards of written and spoken English and a good telephone manner
• Adept at managing large volumes of information and at mastering the details ranging from financial to archival resources
• Excellent inter-personal skills: demonstrable experience of dealing with people at all levels, including creative colleagues, consistently maintaining a professional demeanour. Tact and discretion are important as some matters will be highly sensitive or confidential
• Excellent organisational and administrative skills, ability to work to tight deadlines and prioritise correctly and respond flexibly to changing circumstances. Switches up a gear when needed and calm under pressure, does not loose track of the non-urgent
• Uses initiative and thinks ahead – be able to anticipate needs and identify issues early on
• Confident in working with senior level personnel
• Problem solver, focuses on outcomes
If you feel that you have the relevant skills and experience for this role, please submit your CV online immediately at support@australasian.co.uk
