Job Description
THE OPPORTUNITY:
Macildowie are currently recruiting for a PA working for an organisation based in Loughborough..
This is a temporary post, with flexi hours and offers the hybrid model.
THE ROLE & YOUR RESPONSIBILITIES:
To provide a highly professional level of secretarial services/administrative support, (including Office 365, documents preparation; dealing with incoming enquires; receiving visitors to the office, arranging internal and external meetings; making travel arrangements.
To proactively manage the Directors' diaries using Outlook and agreed principles to ensure effective time management .
To proactively manage the Directors' email and other correspondence (including much that is private and confidential, setting priorities and taking action as appropriate).
To provide and maintain electronic filing systems on behalf of the Directors.
To direct requests for information and action to appropriate staff in the organisation
To make arrangements for regular meetings internally and externally on behalf of the Directors.
To ensure that the Directors have been fully briefed or received appropriate documentation prior to all meetings.
To manage the appraisal process for senior managers direct reports.
To take decisions or action on urgent matters in the absence of the Directors, in consultation, as may be appropriate, with their senior staff.
To respond expeditiously to requests for documentation and information from senior staff and to ensure the return of documents (with particular attention to sensitive confidential items).
To communicate clearly and efficiently within and beyond the Directors' offices and the University on their behalf; to represent the Directors appropriately at all times and to develop excellent working relationships especially with senior contacts internally and externally.
To attend departmental meetings and take notes or minutes as required by the Directors. Support the technical set up off virtual meetings as required.
To organise and arrange away-days, conferences; seminars; workshops; interview panels on behalf of Directors.
To ensure compliance with relevant  policies and procedures
To adapt approach to meet the needs and work practices of the Directors where appropriate
To undertake such other duties that are commensurate with the nature and grade of the post.
EXPERIENCE SOUGHT IN THE SUCCESSFUL CANDIDATE:
Highly experienced at proactive diary management across complex and busy diaries, preparing papers and briefings
Experience of establishing and maintaining approaches that ensure the effective management of inboxes and that ensure correspondence is dealt with effectively
Experienced at coordinating large-scale meetings and away-days involving senior stakeholders
You must be immediately available to work
Please put your home postcode on your CV when applying. Our recruitment tech uses this to make sure your CV is reviewed by the relevant consultant, for the relevant job(s), in the relevant geography.
Macildowie are a recruitment business working on behalf of a client to recruit this role. Your personal data may be forwarded to that client company as part of the application process.
If you would like information on how we will process your data please go to our website (macildowie.com) and view our fair processing notices which are located at the bottom of the page under privacy policies. Within the fair processing notice for Candidates there is guidance on how to amend your contact preferences or exercise your rights relating to personal data. We can't provide direct links as email address and website urls within our job adverts are removed by some of the websites on which we advertise.
Macildowie is a specialist recruitment consultancy with a rich history of enhancing the careers of professionals across the Midlands and the Northern Home Counties. We have an unrivalled understanding of the local market place and recruit for the majority of the region's premier employers. To search for all of our live jobs please visit us at macildowie.com.
