Personal Assistant to Chief Executive : Leeds - £20K - £24K

Reports to: Chief Executive

MAIN PURPOSES OF JOB

To provide the Chief Executive and Director of Policy with full secretarial and administrative assistance in support of all their activities. To act as the first line of contact between the Chairman and Directors of our client and the President of our client, as well as all other external contacts and organisations connected with our client.

KEY TASKS

1. All administration support for the Chief Executive and Policy Director: monitoring and management of incoming information; production and dissemination of outgoing information; supervision of diaries; anticipation of variations; arrange travel and accommodation; organisation and maintenance of office systems; communication at all levels.

2. Responsibility for the logistics of Board meetings including assembly and distribution of Board papers to the Chairman and Directors to tight deadlines, all catering and administrative arrangements and the taking and writing of Minutes. This applies not only to the client but also our clients meetings and the Property Forum meetings.

3. Co-ordinate clients Annual Dinner and Annual Lunch; clients AGM and organise various smaller events throughout the year as specified by the Chief Executive and President.

3. To create and maintain a comprehensive filing system. Ensure correct storage and archiving system.

5. Responsibility for individual projects and research as required by the Chief Executive and Policy Director.

KNOWLEDGE, SKILLS & EXPERIENCE

A minimum of 2-3 years higher secretarial experience is essential. First class secretarial and organisational skills. Shorthand desirable but not essential and a broad knowledge of office technology including word processing, excel, PowerPoint and database systems. Must be able to maintain a high level of internal and external credibility with senior people. Experienced in the ability to use tact, diplomacy and confidentiality in all aspects of work, especially when dealing with sensitive issues, must be able to prioritise workloads and be flexible and able to adapt to ever changing situations. Must be able to work under pressure and to tight deadlines.

COMPLEXITY & CREATIVITY - PROBLEM SOLVING

The work is extremely varied with changing priorities by the hour - often information is received that requires immediate attention especially if it is of a political nature. The work involves regular reaction to outside demands eg an urgent fax may be received or the appointments of the Chief Executive may need re-arranging. The jobholder is constantly having to apply different skills and the range of duties is in itself a complexity. Organising meetings of Board Directors and other Executives in a sensitive manner and the volume of diverse activities involved in the job are also complex issues. Prioritising tasks when they all appear important is another example. An ability to propose new and workable ideas to lead to significant improvements in the way work is performed is desirable.

JUDGEMENTS AND DECISIONS - ADVICE

The overall workload necessitates a constant re-appraisal of priorities of all tasks, undertaken on own initiative. Use of own discretion to achieve well organised and planned Chief Executive timetable and other issues relevant to the smooth administration of our client.

CONTACTS & COMMUNICATIONS

Contacts at all levels both internal and external. Communication through all media requiring clarity, tact and thoroughness. Negotiation through persuasion and liaison often required to achieve desired result against tight deadline.

SPECIAL FEATURES

Smart appearance and sense of humour required. Our client is an equal opportunity employer.

We are an Employment Business and an Employment Agency as defined within The Conduct of Employment Agencies & Employment Businesses Regulations 2003