Job Details

PA to Chief Executive ( Maternity Cover)

Sector:Commercial & Office Support

Region : South East England

Location: Watford

Salary:

Job Ref.: CL1806PG

Job Information

We are looking for an Executive PA to the Vice Chairman for our client based in Watford, an international apparel, manufacturing, sourcing and marketing company, for a 10 - 12 month fixed maternity contract, with a possible extension of up to 3 months.


This role is an exciting, challenging and rewarding job in a highly renowned international fashion company. The successful candidate will be the Vice Chairman’s right hand person, they should be comfortable taking on a mixture of personal and professional work, someone unflappable, determined and confident.


Professional:


Run the offices of the Vice Chairman and to provide administrative and secretarial support;


Manage the Vice Chairman’s complex diary to ensure effective time management on a business and personal level;


Manage communications with international associates daily. The post holder will be required to communicate effectively and efficiently with all levels of management both internally and externally;


Organise complex multi stop travel arrangements, events, board meetings, management meetings, collation of agenda’s reports and presentations;


Filter all incoming correspondence and telephone calls;


Organise files, reports and implant effective filing system.


General administration:


Ensure the Vice Chairman is in possession of all relevant papers and information in advance of meetings together with any supplementary information;


Prepare papers and reports as required, conduct additional research where necessary;


Fix all the internal and external meetings/calls/VCs across different time zones;


Liaise with the recruitment agencies, schedule and confirm face to face and telephone/Skype interviews;


Follow up on staff actions agreed at meetings with the Directors;


Maintain a well ordered and secure system for the efficient filing and retrieval of information (including electronic filing) for all reports, briefs and correspondence;


Meet and greet all visitors for the Vice Chairman’s office and assist with any overseas visitors, book meeting rooms for the meetings, co-ordinate food supplies/orders for breakfast/lunch meetings;


Schedule and confirm all internal business review calls as and when requested by Finance department;


Process, check and return all the documentation as and when requested by overseas based companies and the Head Office in Hong Kong;


Assist with any ad hoc requests by Chairman, Vice Chairman and Senior Management Team;


Personal:


House and property management


including organising and overseeing all the repairs and cleaning jobs as well as calling out plumbers, contractors or co-ordinating for any other any other services that are required. Be onsite if needed when such works are undertaken.


Place orders and organise deliveries including any supplies required for the babies such as food, lotions, furniture, toys;


Manage service & maintenance contracts e.g. boiler, insurance matters re: household


Process all household invoices and arrange for payment of any household bills and expenses; file bills, policies, or any other household paperwork. Ensure efficient management and use of utilities


Be a contact person for lettings agents for Vice Chairman’s tenanted properties in London, help to coordinate viewings, repairs, documents etc.


Coordinate travel arrangements for Vice Chairman’s wife, co-ordinate chauffeur for Vice Chairman and wife, including hours, payroll, work schedule, holiday.


Research and book family holidays.





Book medical appointments;


Co-ordinate both personal and business contacts database, master invitee lists, send thank you letters and answer/RSVP invitations;


Organise events, dinner parties, on-site catering, charity events, birthday and anniversary presents;


Oversee vehicle maintenance; arrange for services, MOT, tax discs, tyres, repairs, parking permits, congestion charge discounts, etc.


Book restaurants and taxis;


Overview of key requirements:





Extensive experience within a PA role at Senior Level


Exceptionally strong written and verbal communication skills


Superior organisational skills and be able to prioritise a busy workload and work independently


Total Confidentially


Excellent problem solving skills


This role requires someone who is tactful, super efficient and flexible with a ‘can do’ attitude


Driving and access to a vehicle are essential (those over 25 will be added to company car insurance and can drive company cars)


Excellent computer skills - MS word/outlook/excel/PowerPoint