Personal Assistant to Operations Directors

Job Summary

To provide comprehensive, high-level administrative and organisational support to two Operations Directors. The role is pivotal in ensuring the efficient management of schedules, communications, and operational priorities, enabling the Directors to focus on strategic objectives.

Job Duties

• Provide dedicated support to two Operations Directors in a fast-paced environment.
• Manage complex and frequently changing diaries, ensuring efficient prioritisation and scheduling.
• Act as a key point of contact, screening and handling communications where appropriate.
• Coordinate and organise meetings, including booking venues/meeting rooms and arranging logistics.
• Prepare agendas, presentations, and supporting documentation.
• Attend Monthly Operations meetings, take accurate minutes, and track actions through to completion.
• Arrange travel requirements including flights, accommodation & transport.
• Book hotels, restaurants, and other hospitality services as required.
• Prepare detailed travel itineraries.
• Process expense claims and manage company credit card submissions.
• Ensure all financial documentation is accurate and submitted in a timely manner.
• Oversee and maintain complaint tracking systems.
• Draft professional correspondence, including letters and complaint responses.
• Ensure complaints are handled sensitively, promptly, and accurately recorded.
• Prepare presentations using Microsoft PowerPoint.
• Support with reports, business documents, and briefing papers.
• Build and maintain strong working relationships with internal and external stakeholders.
• Provide administrative and coordination support for projects
• Assist with ad-hoc tasks and operational priorities as required.

Requirements

• Previous experience as a Personal Assistant or Executive Assistant is advantageous but not essential.
• Excellent organisational skills with the ability to manage multiple priorities.
• Excellent communication and interpersonal skills, both written and verbal.
• Proven ability to problem solve
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to work with senior stakeholders confidently and professionally.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work with senior stakeholders confidently and professionally.
• High level of discretion and ability to handle confidential information.