What’s the Opportunity
We have a requirement for a proactive Personal Assistant to join us on a permanent basis. You will look after a partner in our Oxford office which is based within the grounds of Blenheim in Woodstock. The role is varied between PA aspects and Administration duties for a project.
The Partner would ideally like his PA to split their time between the Ridge Office in Woodstock and a Clients office in Littlemore. He works full time with this client so it will be important to build relationships with their team as well as in the office. (Milage from the office to the client office can be claimed).
Role responsibilities
• Managing inboxes – sorting & responding to emails as appropriate, highlighting items for urgent attention and fielding speculative approaches
• Meeting and greeting internal & external guests at all levels of seniority
• Processing mileage, expenses and corporate expenditure and completing timesheets.
• Producing documents, Presentations and reports as needed
• Minute and action taking in meetings, and sharing post meeting as required
• Providing extensive diary management, ensuring that current organisational priorities are understood to ensure diaries are aligned and prioritised against the business needs.
• Organising meetings and events, coordinating with clients, suppliers and other parties and ensuring that the logistics are in place and that everything runs smoothly
• Be flexible to support the changing priorities of the diaries.
• Maintain confidentiality, trust and integrity at all times, including in the management of sensitive documents, communications and enquiries
• Arranging internal and external appointments / meetings including project meetings, client breakfasts, lunches, dinners and other B2B activities as required.
The skills and experience you need to have for this role
• A passion for supporting people, with kindness, compassion and empathy
• A confidence to establish yourself as a central presence, and natural key point of contact
• Confidence in working with senior Partners, and communicating and working with people of all levels across the business
• Possess an energetic character, with the ability to uplift, engage and motivate our teams creating positive experiences and impressions
• A proactive approach, with the ability to pre-empt the needs of your key leaders and allow them to focus solely on the tasks in front of them
• A naturally organised approach, with the agility and ability to manage multiple inboxes and balance multiple challenging diaries.
• An ability to maintain a high level of confidentiality and trust
• Proven previous experience as a Personal Assistant or Secretary
• Strong Microsoft Office skills, notably Word, PowerPoint & Word, and an ability to work with high attention to detail, particularly in report writing, minute capturing and written communication
• Excellent time management, organisation, co-ordination and prioritising skills Strong proof reading and attention to detail skills