Directors’ Assistant and Office Manager Job Description

To provide a comprehensive administrative support service to the Chief Executive, Business Manager & Company Secretary, and diary support to the Senior Management Team of THE ORGANISATION. To support the Business Manager & Company Secretary in running the Company’s cycle of business activities. The post holder will be handling a large volume of work and juggling changing priorities and challenging deadlines.

• To be the first point of contact for the Chief Executives & Company Secretary's office, ensuring all urgent priorities are dealt with promptly.
• To filter calls and visitors sensitively and tactfully.
• To provide diary management for the CEO and Senior Management Team and effectively managing their time against competing priorities. This includes:
o tracking routine meetings against a tight schedule and ensuring that time allocation is appropriate
o looking far enough in advance to resolve diary clashes
o forward planning, to include chasing and collating meeting papers
• To organise the logistics of a variety of regular and ad-hoc company meetings.
• To draft correspondence
• To manage emails on behalf of the CEO, actioning where necessary
• To filter & manage documents for the company secretary and CEO, in particular the high volume of documents processed by the Company Secretary which need to be structured and filed for future reference.
• To act as office manager for the Company’s Head Office operations including ordering supplies, central co-ordination of resources and facilities, acting as IT Co-ordinator, setting up office systems and processes, and generally maintaining an office environment conducive to effective business operations.
• To set up and maintain comprehensive filing and retrieval systems as necessary.
• To provide all administration associated with the company and Board
• To support the Company Secretary from time to time on projects, documents and reports and administration for business cycle meetings and events.
• Potentially attend Direct Team meetings to take minutes/actions

• Significant experience and demonstrable evidence of providing senior level business administration support including handling confidential and commercially sensitive written and verbal information.
• Excellent organisational and administrative skills, with an ability to work without close supervision or guidance.
• Demonstrable ability to work proactively, to apply initiative to tasks, and to exercise foresight in avoiding problems from arising

• Demonstrable ability to juggle extremely busy diaries in a pressured environment.
• Good communication skills, both verbal and written.
• Demonstrable advanced knowledge of Outlook; intermediate knowledge of MS Word, PowerPoint and Excel
• Rigorous attention to detail
• Able to support more than one person and to be able to prioritise accordingly.
• Experience of setting up and maintaining office systems and an effective office environment.
• Experience of playing a key organisational role for and within a team, with an approachable and flexible outlook, and enjoying being at the centre of the team’s needs.
• Excellent interpersonal skills. Able to deal confidently with a wide range of contacts including senior management both within and outside of the THE ORGANISATION, and equally happy to get involved in the day to day housekeeping of the department as dealing with senior management.
• Experience in the timely preparation, provision and delivery of reports, presentations and spreadsheets.

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