Group PA
The Group Personal Assistant (Group PA) will be a key partner to senior executives, enhancing their productivity by managing a blend of corporate, group, and personal responsibilities. This role requires exceptional organisational, communication, and interpersonal skills to balance diverse priorities.
Key Responsibilities:
Executive Support
- Diary and Schedule Management: Coordinate complex schedules, optimise time, and manage appointments and travel for executives.
- Communication Handling: Manage emails, calls, and correspondence; prepare high-quality documents and presentations.
- Meeting Preparation and Follow-Ups: Organise meetings, summits, and events, ensuring preparation of agendas, taking minutes, and following up on actions post-meeting.
- Travel Arrangements: Plan and coordinate business and personal itineraries, managing any arising issues.
- Document Management: Maintain accurate, confidential records and files.
- Expense Management: Process expense claims, credit card statements, and manage budgets where required.
Group Companies Support
- Board Meetings: Organise agendas, and logistics with precision and timeliness.
- Leadership Summits: Plan/support biannual MD summits, managing venues, speakers, and post-event evaluations.
- HR Assistance: Support Group HR manager with updating documentation and policy rollouts.
- Financial Processes: Handle expense claims and support group-level invoicing.
Family and Personal Support
- Family Meetings: Organise family meetings with professional presentations, speakers, and agendas.
- Financial Administration: Manage dividend vouchers, pension scheme reporting, and related tasks.
- Personal and Family Travel: Plan and execute personal and family travel arrangements for the Chairman.
- Personal Errands and Appointments: Manage personal errands, including family and household needs, appointments, and social engagements.
Administrative and Office Support
- Document Preparation: Draft reports, correspondence, presentations, and other important documents.
- Filing and Record-Keeping: Ensure efficient digital and physical filing systems, maintaining confidentiality. Maintain and update Companies House records including statutory books.
- Event Coordination: Organise corporate events, client dinners, conferences, and team-building activities.
- Office Management: Manage office supplies and ensure that the executive has all necessary tools to perform efficiently.
Stakeholder Management
- Managing Relationships: Act as the point of contact between the executive and internal/external stakeholders, including clients, business partners, and senior leadership.
- Internal Communication: Facilitate communication across departments to ensure smooth workflow and timely updates.
