Personal Assistant

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Job Description

We have a fantastic opportunity to join us as a Personal Assistant to the Head of IMT in our Swindon office. This is a varied role where you will be responsible for duties such as prioritising meetings and appointments, inbox management, processing expenses, coordinating business travel and acting as a key point of contact for internal and external enquires.

This would be a great opportunity for an individual with previous office experience who enjoys working for an organisation that makes a real difference.

What you`ll be doing:

You’ll be responsible for managing diaries and organising meetings and appointments. You`ll ensure effective use is made of their time by planning, scheduling and organisation available time for meetings, tours and visits in full.

Coordinating all business travel and accommodation arrangements as the need arises, whether in the UK or abroad. You will be responsible for processing Visa and cash expenses using our online system and keeping a record of hospitality given and received.

Collaborating closely with staff and suppliers and clients on behalf of the Head of IMT is a key part in this role and you will be reminding the Head of IMT of important tasks and deadlines.

Inbox management and management of all correspondence, including tracking actions arising from all correspondence and prioritising accordingly. You will be required to implement and maintain procedures and administrative systems to ensure ongoing effective use of the Head of IMT`s time.

What we are looking for:
  • Extensive secretarial, administrative and office organisation experience in a busy office and at a senior level
  •  Highly experienced in handling complex and constantly changing diaries
  •  Experience of taking care of suppliers and clients on a regular basis
  • Experience of dealing with confidential information with discretion, tact and sensitivity
  • A high standard of accuracy and attention to detail
  • Able to build and maintain effective working relationships with a range of people at all levels
  • Excellent IT skills, including advanced knowledge of MS Office – Word, Excel, PowerPoint and Outlook
  • Proven ability to work effectively under pressure, balance conflicting demands and manage multiple tasks
  • A professional demeanor with a collaborative approach

We are an equal opportunity employer which values diversity and inclusion. If you have a disability, we would be happy to discuss reasonable adjustments to the job with you. Having just won the Gold Award from MIND, we also recognise the importance of a healthy work-life balance. We offer a wide benefits package including a competitive pension scheme, a generous 28 days holiday, corporate discounts, free entry into English Heritage sites across the county and development opportunities to ensure you achieve your goals.

Supplementary documents

Job Description