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  • Job reference: RMS0220645

Personal Assistant / Office Administrator

  • Sector: Commercial
  • Location: Woking, Surrey
  • Job type: Contract
  • Date posted: 18/12/2019
  • Duration: 6 - 12 months
  • Time left:
    d h m s
    (29/01/20)
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The Role:
Providing integral and proactive secretarial and complex administrative support to Senior Managers where necessary. Filter, deal with, and prioritise incoming emails and calls from the business, customers and external parties.


Main tasks:
* Support and proactively manage, prioritise, action, eliminate and re-direct all organisational and administration aspects in relation to their roles.
* Managing calendars, emails and contacts to ensure manager's time is leveraged as effectively as possible
* Responsible for managing relationships with external and internal stakeholders
* Research, compile and issue special reports, presentations, organisation charts and correspondence, etc.
* Organising travel arrangements and accommodation, national and international
* Acts as point of contact for internal/external enquiries by phone and email, initiates action and makes judgements about urgency of issues. Provides confidential support to individual executives and/or management team members.
* Arranges business critical internal/external events, including for example travel arrangements, itineraries, accommodation, conference registration, visiting speakers etc
* Attend meetings to take confidential minutes, and proactively follow up on action items on behalf of senior management
* Supporting with management of relevant Senior Management meetings and forums.
* Preparing management committee packs
* Formatting presentations and preparing complex spread sheets
* Proof-reading documentation on behalf of managers
* Booking meeting rooms and conferences calls
* Processing expenses
* Deal with suppliers and other third parties
* Providing support within the wider administration team as needed, to cover leave, sickness and periods of high activity

Personal Characteristics:
* Excellent interpersonal and communication skills
* Proactive
* Excellent organisational skills
* Experience in dealing with confidential and sensitive material and always discrete
* Strong client facing skills including experience in dealing directly with senior executives and their support teams in relation to meeting and events, both internally and externally.
* Highly self-motivated / Self Organised

The Company:
Our client is an Engineering Services company, who are an international technical consultancy, providing a range of services including licence to operate, asset management, manufacturing improvement and capital investment to customers in the chemical, petrochemical, oil & gas, pharmaceutical, manufacturing and consumer industries worldwide

Essential Skills / Qualifications:
* A minimum of 5 year's experience of working as a PA at executive/senior management level.
* Excellent commercial knowledge.
* Advanced MS Office skills (Excel; Word; PowerPoint) are a key requirement of this role.
* Experience of complex calendar/diary management
* Experience of dealing with customers and suppliers
* Event management experience would also be desirable, but not essential.
* Experience of providing remote support to senior management

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

Fircroft is registered as a Data Controller with the Information Commissioner as required under the General Data Protection Regulation 2016/679. Fircroft will only process your personal data for the specific purposes of managing your application.

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