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Personal Assistant Basingstoke

Location: Basingstoke, Hants, United Kingdom

Date Posted: 20-12-2016
Personal Assistant Basingstoke

Notice period:                                   One week
Work Pattern:                                   5/2 (Monday to Friday, 40 hours per week)
Start Date:                                       ASAP

Must have  PA experience within a large, international, matrix-structured organisation.

A secondary language (Italian/Portuguese) would be useful but is not essential.


Purpose:
 
To provide secretarial and administrative assistance and support to Department Manager and Members as required.
Main Accountabilities and Responsibilities:
 
  • Document management including filing, updating, tracking, formatting and distribution to appropriate recipients.
  • Agenda maintenance including the scheduling of meetings, confirmation of attendance, facilities, date and time.
  • Calendar maintenance including departmental leave schedule.
  • Ensure confidentiality of department communications and company information as well as respect the privacy of sensitive personnel data.
  • Recording and distribution of meeting minutes as required.
  • Arrangement and administration of travel.
  • Maintenance and development of filing and administration systems.
  • Improve management support in a proactive way.
  • Ensure continuity during absence of Management and or Team members by being involved and fully aware of departmental matters, taking own initiative and seeking advice if necessary.
  • Serve as a key point of contact for Management and the department.
  • Handle Managerial and departmental correspondence including directing communications to appropriate recipients and providing relevant information.
  • Main Interfaces:
     
    INTERNAL  :
  • Daily liaison with all staff on all levels.
  • Works closely with all other members of the Department.
Qualifications & Experience:
 
  • Skilled in the use of Microsoft Word, Excel, Power-point , Outlook and any other specific administrative application used by the department.
  • Skilled in English written and verbal communication.
  • Experience in a similar role within an international corporate environment.
  • Minimum of a Secondary education degree plus at least one/two year of administrative, secretarial or equivalent professional training.
Required Competencies:
 
  • Good interpersonal and effective business communication skills.
  • General understanding of business processes.
  • Team player and self-motivation.
  • Good administration skills.
  • Ability to respond rapidly and calmly to changing goals and tight deadlines.
  • Accuracy and attention to detail.
  • Strong organizational ability.
  • Professional and mature attitude.
  • Ability to handle sensitive information and ensure confidentiality. 
  • Ability to cope with fast changing priorities and fluctuations in workload.
  • Must be able to take on a pro-active role as a key project team member.
  • Sound computer skills to use all standards MS-Office software.


 
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