Vacancy Title
Personal Assistant to Directors (9 month FTC)
Business Unit, Department & Location
Property Management
Property Management Accounts
Overall Purpose of Job

Accountable to the senior directors, the Personal Assistant is responsible for providing a comprehensive, confidential and professional support service in all aspects concerned with the efficient and successful operation of the office and department within the PMC business unit.

Main Duties, Responsibilities & Accountabilities

To maintain and provide a support service for the senior directors daily schedule, including forward planning, diary and call management, and co-ordinating and collating any relevant paperwork.  
To set up appointments and meetings as requested including conference and video calls.  
To service meetings, including preparation and distribution of meeting papers, obtaining and preparing reports and presentations, and taking minutes when requested/where necessary on the Exec level.  
To organise travel and accommodation to company policy.  
To liaise effectively with internal divisions/departments and external organisations on behalf of the senior directors.  
To ensure appropriate systems and processes are developed and maintained to support effective and efficient execution of your duties – including new starters induction process and annual leave/sickness reporting.  
To complete and submit expenses claims on behalf of the senior directors and to audit all department expense claims before signatory of the director.  
To plan and implement hospitality arrangements for the senior directors, including provision of hospitality for visitors.  
To be responsible for raising monthly fee invoices for the department and recording and maintaining the master schedule.   
To maintain an up to date knowledge of HR processes and procedures and remain confidential in regard to any HR issues and the recruitment and interview process.  
To execute any other duties appropriate to the grade as directed by the senior directors.

Desired Knowledge, Skills & Experience

Flexibility and adaptability
Good interpersonal skills
Good communication skills
Ability to multi-task, prioritise and time manage
Excellent organisation skills Advanced Microsoft office skills
Previous experience in an executive PA role

For downloadable Job Specification click here

GVA is an equal opportunities employer