Job Title: Personal Assistant

• Management of the CEO’s diary and appointments;
• Help CEO manage output, workflow and office deadlines;
• Take and relay accurate and timely messages from telephone callers, and answer queries, enquiries and requests when appropriate;
• Draft, type and dispatch all the CEO’s correspondence;
• Liaise with relevant individuals, external organisations etc to arrange meetings, prepare agendas and draft minutes;
• Maintain a comprehensive filing system;
• Co-ordinate CEO’s travel and accommodation in conjunction with in-house travel group and occasionally, travelling with the manager to take notes at meetings or to provide general assistance during presentations;
• Tabulate and retrieve CEO’s official expenditures and claims;
• Handling incoming emails and posts, often corresponding on behalf of the manager;
• Carrying out background research and presenting findings;
• Generating documents, reports and presentations;
• Liaising with clients, suppliers and other staff.

• Maintaining personnel files (both electronic and hard copy);
• Filing necessary documents
• Providing necessary information to Finance and other colleagues
• Providing information needed by colleagues in their own files
• Assisting HR Manager with recruitment for open positions within firm and on behalf of clients
• developing job descriptions
• preparing and placing advertisements on relevant sites and papers
• short-listing suitable candidates
• following up with candidates/arranging interviews
• following up on references
• Undertake any other duties as requested by the CEO/HR Manager

• Excellent written and oral communication skills;
• Excellent interpersonal skills;
• Excellent Organisational and Time Management skills;
• Ability to research, digest, analyse and present material clearly and concisely;
• The ability to work on your own initiative;
• Honesty and reliability;
• Attention to detail;
• Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
• Professional telephone manner ;
• Proven ability to work under pressure and to tight deadlines;
• Bright, confident personality;
• Well presented;
• Highly personable;
• Flexible and mature approach with ability to work unsupervised;
• An understanding of confidentiality issues and the use of discretion;
• Excellent word processing and I.T. skills, including knowledge of a range of software packages; most importantly- MS Word, MS Excel and MS PowerPoint;
• Ideally educated to degree level in a related field from a reputable university;
• A minimum of one year administrative/secretarial experience in a reputable organisation;
• Not over 28 years of age

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