Personal Assistant

Job description

Role Title: Personal Assistant
Divison: RIM - Charities Contract: FTC
Location: Bristol / London (hybrid)

Role Purpose:

Provide your Director and their teams, as required, with an efficient, effective and confidential support service including administrative, travel booking, mailbox and diary management, ensuring disciplined execution of diaries, meetings, travel, and follow-ups whilst maintaining confidentiality and professional standards.

Outcomes for the role:

• Produce and collate typed documents, including (but not limited to) presentations, minutes and committee packs to a high standard of presentation and accuracy, utilising strong technical skills.
• Coordinate MI and regular reports for various committees, ensuring clarity and accuracy from contributors and all deadlines are met.
• Prepare and provide meeting packs and agendas, capture minutes and actions as required, chase owners and maintain action logs where appropriate/required.
• Efficient management of Directors' mailboxes and diaries where required, ensuring mailboxes are triaged with escalations as required, diary conflicts are reconciled based on priorities and proactively plan horizons (daily, weekly, quarterly).
• Plan and arrange travel including itineraries and accommodation, ensuring Directors' time is managed efficiently and expenses processed in line with policy.
• Make arrangements, with external and internal contacts, for meetings and other engagements as required.
• Assist with general administrative duties including, when required, for example the co-ordination of Joiners, Movers & Leavers (including co-ordinating recruitment with HR, collation of role profiles, interface with HR on logistical aspects, ownership of office seating plans, etc.).
• Support cyclical activity (e.g. pay planning, annual performance reviews, audits, budget planning) to ensure time is secured in diaries and co-ordinate meetings and actions as required.
• Work with Communications partners to develop and manage local communications plans (team meetings, presentations, Town Hall updates etc.).
• Any other duties as required.

About You:

• Good organisation and prioritisation skills, ability to manage multiple stakeholders and shifting priorities and demands.
• Attention to detail, accuracy and organisation skills, with strong time management skills.
• Excellent communication skills - clear, concise written and verbal communication, professional tone and stakeholder influence.
• Good technical skills in Microsoft PowerPoint, Word, Excel, Outlook and Teams.
• Self-motivation and the ability to work autonomously, as well as part of a team.
• Strong relationship building skills, with the ability to collaborate with key internal departments and stakeholders, as well as being a trusted partner to leaders.
• Judgement and discretion, ability to handle sensitive information with maturity, anticipating needs and making sound decisions.