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PA to directors of a scaling tech company 1 years Experience - Leeds

Admin /PA
Ref: 180 Date Posted: Monday 18 Jan 2021
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Responsibilities:

The PA will have the following responsibilities
 • To maintain and optimize the calendars of all 4 directors in a work capacity. This includes the Operations Director, CTO, CEO and Finance Director
• To maintain and optimize the personal calendars of the CEO and CTO with particular respect to school reminders, school holiday information, holiday camps and other such information as required
• Manage inboxes, flagging any potential opportunities or risks and replying on behalf of the CEO and CTO.
• Organise both internal and external meetings, including logistics around catering, parking and meeting space.
• Proactively support the senior team with diary management and the facilitation of meetings.
• Prepare agendas prior to a meeting and distribute correctly, taking minutes where necessary and creating contact reports.
• Keep track of any actions from meetings/discussions and ensure any deadlines are met.
• Maintain and update the contacts in the CRM system and Outlook contacts.
• Book travel, accommodation, and catering for the Directors both nationally and internationally.
• Reception cover which includes greeting guests and answering the phone.
• Liaise with our PR consultant to organise speaking and press opportunities for the Directors
. • Additional tasks to support the wider team including aiding in the administration of Health and Safety, Security and maintenance documentation.
• Be aware of budgeting and strive to find value for money.
• General administration including dealing with incoming and outgoing post, filing, photocopying, scanning etc.
• Effectively manage off-site Senior Team and Board strategy events.
• Never make the same mistake twice • Make it right and only then make it fast. • If you see something that’s broken, fix it. That includes the coffee machine.

Skill & Experience The PA should have:

• Proven experience as a PA with multiple diary management for a minimum of 1 year.
• Able to use own initiative to prioritise a busy workload and adept at working simultaneously on multiple tasks with the mindset to exceed expectations on quality and deadlines.

• Excellent people skills with the ability to work with all levels of stakeholders both within and outside of the Company.
• Excellent communication skills, both written and oral.
• Excellent organisational skills with high attention to detail and accuracy
. • Highly proficient in the use of Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Professional approach with the ability to ensure confidentiality at all times.