Based in Wells, Somerset
Salary : 25k-28k dependant on experience
Established in 1992, our client works to eliminate poverty and reduce vulnerability throughout the world and they are seeking an experienced PA to provide support and be responsible for planning ahead and anticipating the needs of 2 Directors.
The successful candidate will need a high level of maturity, confidence and organisational skills in order to manage the range of activities and relationships that are essential to this role. The post holder will provide administrative, secretarial and PA support and be responsible for planning ahead, acting on behalf of and anticipating the needs of the 2 Directors
It is essential that the person selected is comfortable with and willing to turn a hand to doing whatever is necessary including repetitive tasks like data entry and activities like collecting people from the stations, making coffee, handling hospitality arrangements and dealing with personal and business matters - the Personal Assistant will assist the directors with all aspects of their work.
E-mail management is a key part of the role, tracking mail and contacts, following up, chasing and delegating as required and acting as the first point of contact for the Co-Directors.
This is rewarding position for a natural self starter who is not afraid of a challenge and brings with it the satisfaction of knowing that your work is making a vital contribution to the goal of poverty elimination and reduced vulnerability.
proven track record of -executive- administrative/secretarial support
experience of working within the political arena would be desirable
experience of working with the charity or third sector would be highly advantageous
the ability to think and write simply and clearly, but also to understand the importance of detail
perseverance and a track record of seeing tasks right through to completion
language skills would be an advantage, but not essential
advanced skills in MS Office, including excel, powerpoint outlook
strong communication skills (both verbal and visual)
strong administrative skills and the ability to organise and manage systems for information flow, filing and data management, and diary management
excellent interpersonal and diplomacy skills, including the ability to interact with high level partners and a range of audiences and internal stakeholders
strong time management and excellent organisational skills
highly self-motivated, with the ability to work independently with minimal support but can also work in a team environment
ability to work under pressure yet deliver on time with attention to detail and accuracy
experienced in and capable of handling confidential organizational issues, sensitive or contentious information, staffing/personnel and other matters and able to deal with sensitive situations and understand the importance of confidentiality and security
ability to manage the work of interns volunteers
must be a car owner and be able (and willing) to drive in the UK
Managing correspondence, communications and diary management (60%)
manage and coordinate all correspondence received: Initiate, develop and implement systems to deal promptly with incoming telephone communications, e-mail, correspondence and queries to the Directors; monitor, prioritise and categorise incoming communications; identify issues of importance and draw them to the attention of the Directors; respond to queries directly whenever possible; prepare and draft responses to correspondence; and handle confidential material with discretion
co-ordinate and manage all aspects of the Directors diaries, to ensure they are regularly updated, well-organized and accessible schedule, as well an effectively prioritised workload. This includes the arranging of both internal and external meetings, as well as the scheduling of appointments for visitors
organise and coordinate meetings, prepare and circulate agendas, arrange logistics and, assist in the preparation of reports or take minutes for meetings in an accurate and timely manner
Ad hoc travel and research (10 : 20%)
when necessary, research, coordinate and organise local and international travel arrangements for the Directors
assist the Directors with the research and preparation of materials including researching/preparing profiles, drafting, formatting, proof-reading, coordinating, printing and distributing texts. Prepare letters and memos; draft, edit, word process, copy and distribute material as appropriate
Day to day assistance (20 : 30%)
assist in the forward planning and monitoring of Development Initiatives long and short-term strategic goals, particularly the Directors key areas of work. Monitor and follow up on requested work delegated and/or commissioned by the Directors, and chase progress as required to ensure that deadlines are met. Ensure appropriate sign-off is obtained for activities
follow up on decisions, changing priorities and providing information to colleagues and monitoring progress on specific activities as requested by directors
occasionally attend events in Directors- absence and report back and action key points
contribute to the overall work and goals of the company by providing cover and undertaking projects as agreed in across programmes and consultancy
Location: Wells, Somerset
Remuneration: £25,000 to £28,000 : subject to experience
Holiday: 33 days (including 8 days for UK bank and public holidays)
Hours: 35 hours a week : 9am to 5pm : but flexible hours will be considered for the right candidate (however, the candidate will need to be prepared to be -on call-)
Contract: Fixed term to June 2012
Probation: 3 months
Pension: 5% of salary after 3 months service
You must be eligible to live and work in the UK to be considered for this role.
Additional Resources Ltd is an Employment Business and an Employment Agency as defined within The Conduct of Employment Agencies & Employment Businesses Regulations 2003
Key words : PA : personal assistant : somerset
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