Personal Assistant - Short term contract (Immediate start)

Your role

Purpose:

• Deliver highly proactive, efficient and effective service to 3 Directors in the BDM function
• Offer portfolio-wide support for Director’s various roles
• Managing busy calendars efficiently and proactively
• Use initiative and judgement to deliver confidential, professional service, using discretion as needed
• Provide stakeholder-focused service in fast-paced environment, adapting to a broad range of tasks

Specific Role Responsibilities:

Document and Administrative Support:

• Provide full range of PA, co-ordination and administrative tasks
• Support with occasional document work (e.g. formatting / PowerPoint)

Relationship Building and Diary / Inbox Management:

• Build close relationship with the Directors to anticipate their needs
• Understand how each Director prefers to manage their time and to prioritise meetings appropriately
• Manage the calendar proactively and effectively
• Block out working time / preparation time for meetings
• Categorise calendar to provide clear visibility of how time is allocated each week
• Regular catch-ups with each Director to run through to-do list, calendar and AOB
• Develop detailed understanding of the Directors’ respective portfolios and primary collaborators
• Identify tasks that can be managed on their behalf
• Monitor inbox’s where requested
• Build trust to gain appropriate autonomy
• Act as first point of contact for BDM colleagues on Directors’ availability

Meeting Management:

• Management of internal and external meetings across various time zones
• Confidence to query requests and pro-actively check with Directors if necessary
• Act as a gatekeeper and prioritise/move meetings as necessary using discretion
• Update spreadsheet of internal meetings / frequencies for quarterly review

Travel and Logistics:

• Manage all travel arrangements if required, ensuring all bookings, itineraries and required documents are organised in advance including pro-actively proposing meeting schedules and checking visas etc

Network Building and Collaboration:

Internal Collaboration:

• Work closely with PA to Chief Marketing Officer
• Share workload with team by providing holiday cover for other BDM Chief and Directors’ PAs
• Build a strong network to facilitate effective collaboration and swiftly identify the right contacts or resources for any task

Continuous Improvement: Professional Development:

• Continue developing competencies and skills by proactively taking ownership of personal development, upskilling and embracing automation and AI tools to enhance efficiency and effectiveness
• Generate and implement process improvement ideas

Product BD and Marketing  – New Joiners (DPBD and MD):

• Ensure new Product BD and Marketing joiners are added to the relevant distribution lists and regular meeting series’

Communication skills:

• Demonstrate strong communication skills
• Be approachable and flexible
• Target messages appropriately to audience

Reliability:

• Maintain high levels of accuracy and confidentiality
• Work effectively under pressure< >Prioritise workload effectively, showing flexibility with time for urgent tasks

Having got the best people, we want them to feel included, valued and respected so they can perform at their best< >We advocate speak-up culture to empower our people in sharing their voices and an open-door policy to ensure they are listened to. We invest in custom-fit career paths for our people in line with their talents and aspirations We provide agile working solutions to meet the changing needs of our people and our business We are committed to people first relationships based on mutual trust, respect, and appreciation We support the health and wellbeing of our people, providing a safe space to talk about emotions and mental health with access to expert advice as needed/
We invest in developing leaders of the future who demonstrate emotional intelligence and a passion to discover, coach and develop the talents of others