Executive Assistant / PA Job Description Template
Our company is looking for a Executive Assistant / PA to join our team.
Responsibilities:
- Perform reception duties such as answering phones where necessary;
- Diary management, full diary management for CEO, CFO and 2 more senior managers. Meetings are prioritised and planned according to agendas;
- Expenses, prepare expenses for the CEO and executives, prepare monthly submissions;
- Organise and schedule meetings for Managing Director / Manage the diaries and schedules of Senior Management;
- Prepare agendas and presentations for internal and external meetings;
- Ensure documents and information are organised and filed as necessary;
- Prepare meeting agendas, perform research for meetings, and take minutes during meetings;
- Maintain office correspondence, including franking and receiving post in the absence of our receptionist;
- Communicate with Client, Board Members, schedule Board Meetings, and arrange meeting agendas;
- Prepare, distribute and coordinate a wide variety of internal and external communications;
- Providing meeting support, including coordinating diaries, booking rooms and hospitality;
- Maintaining confidentiality and strict prioritisation of tasks;
- Reconciliation of corporate credit card statements, compilation of expenses and purchase orders;
- Managing the diary, preparing documentation, presentations and agendas for internal and external meetings;
- Acting as gatekeeper for pre-screening internal and external queries, by telephone, post and email, responding where necessary.
Requirements:
- At least two years’ experience in a PA support roles or office management roles;
- Outstanding administration and organisation skill;
- Scrupulous attention to detail and accuracy;
- Excellent interpersonal Skills;
- Good attention to detail;
- MS Office Word, excel, powerpoint;
- Good GCSE results (or equivalent);
- Ability to work effectively; independently and in teams;
- At least two years’ experience in a business administration role (or equivalent);
- Outgoing, positive personality;
- Available for occasional contact outside hours;
- Excellent IT (all MS Office programmes) and data entry skills;
- Strong drive to achieve results;
- Experienced fully in diary management (travel etc);
- Ability to meet deadlines while handling multiple concurrent projects.