10 months ago
Executive Assistant/ PA - Newcastle
Key words: PA, Personal Assistant, Team Assistant, Secretary, Executive Assistant, EA, Office Manager, Senior Executive Assistant, Senior PA
COMPANY AND ROLE
Our Client is an expanding international M&E consultancy, with a proven track record in low energy design, focused on providing excellent design solutions to clients.
They are now looking for an experienced management / executive team PA based in Newcastle.
With a minimum of 7 years' experience in providing support at director level, the ideal candidate will possess excellent organisational, office, diary and time management skills and the ability to work to deadlines.
In addition, the ideal candidate will have advanced Microsoft Office skills, have experience in preparing lengthy presentations and client proposals, a good understanding of CRM/project management systems together with the ability to manage and track complex contractual documents.
To provide PA support to local management team in conjunction with assisting in the smooth running of the office and client projects
General document production via dictation, shorthand or audio transcription
General typing duties including production of letters, reports, presentations, specifications, etc using standard templates
Project duties: acting as main point of contact for project related tasks including compilation and formatting of specifications, reports, presentations, document printing and binding, etc.
Arranging domestic and international travel arrangements, preparation of itineraries and insurance documentation for local management team
Diary management for local management team including weekly movements’ schedule
Assisting local management team with Expenses, timesheets and work schedules
Assisting/liaising with Manila Office : downloading, printing of drawings, uploading/downloading documentation to FTP sites for various clients/projects
Administration of holiday entitlement for local management team
Ownership of smaller projects - control of stationery stock, photocopier, chilled water supply, office consumables
Ensuring local management team are well prepared for meetings have necessary documentation and briefing papers
Liaising with clients including arranging business development and project meetings, welcoming and looking after visitors, checking and managing local management team e-mail accounts
Finance responsibilities including invoice reconciliation and raising PO’s
Previous PA experience at senior management level
Advanced working knowledge of MS Word, Excel, PowerPoint and Outlook
Experience of a project/practice management software system would be desirable
Good organisation skills
Good time management skills
Ability to prioritise own workload
Accuracy / Excellent attention to detail
Understanding of engineering terms (desirable)
Understand of the principles of ISO9001 and ISO14001 QA systems
Additional Resources are an Employment Business and an Employment Agency as defined within The Conduct of Employment Agencies & Employment Businesses Regulations 2003.