Personal Assistant

Our client is looking for a Personal Assistant for a permanent position, located in Aberdeen.

ROLE

To manage the administrative tasks of the Chief Executive and Commercial Director so that they can focus their attention on delivering the strategic aims of the organization.

RESPONSIBILITIES

Chief Executive

• Manage the Chief Executive’s diary, highlighting important tasks and deadlines.
• Act as the first point of contact for visitors and guests ensuring a warm professional welcome.
• Arrange internal and external meetings as appropriate.
• Provide support for meetings including preparing agendas, conducting research, providing reports, presentations and occasionally taking minutes.
• Maintain a schedule of regular Leadership and Team Meetings
• Effectively manage the Chief Executive’s inbox, highlighting actions and priorities and follow up as appropriate.
• Prepare correspondence and reports as required.
• Prepare expense reports.
• Arrange travel and accommodation bookings as required.

Commercial Director

• Manages the Commercial Director’s diary, highlighting important tasks and deadlines.
• Arrange internal and external meetings as appropriate.
• Provide support for meetings including preparing agendas, conducting research, providing reports, presentations and occasionally taking minutes
• Effectively manage the Commercial Director’s inbox, highlighting actions and priorities and follow up as appropriate.
• Prepare correspondence and reports as required.
• Arrange travel and accommodation bookings as require

REQUIREMENTS

• A high level of discretion and confidentiality
• Demonstrated experience in Personal Assistant role.
• Excellent oral and written communication skills
• Organised with the ability to multi task.
• Proficiency in MS Office applications, including Word, Excel and PowerPoint.
• Strong ability to take accurate meeting minutes.
• An excellent communicator with the ability to sustain strong working team relationships and demonstrate professional high standards at all times.
• Self-motivated with the ability to thrive in a fast-paced environment.
• Highly organised with great attention to detail.
• High level of confidentiality and discretion in handling sensitive information.
• Possesses excellent time management skills with the ability to multi-task and tasks effectively.
• Flexible and adaptable towards working hours to accommodate business needs.
• Exhibits keen attention to detail and problem-solving abilities.
• Strong organisational and planning skills.
• Aligns well with the company’s culture and is committed to its values and ethos.
• Tactful and diplomatic.