Personal Assistant - Perth

This is an exciting opportunity to be part of the team that manages and improves one of the most scenic and challenging trunk road networks in Scotland.

We are recruiting for an experienced Personal Assistant to provide comprehensive business support to the Managing Director, Finance Director and Commercial Director. This role involves planning, co-ordination and delivery of tasks and projects along with the ability to work flexibly in a fast paced environment. You will have a high standard of general education and be able to demonstrate proven experience in a similar role.

Excellent communication skills both verbal & written and a sound knowledge of Microsoft packages is essential.

For further information and job description or internal application form please contact recruitment@bearscotland.co.uk.

The closing date for this post is Friday 15th February 2019.

Job Description

1. Job Purpose:

To provide comprehensive business support to the Managing Director, Finance Director and Commercial Director and administer, plan and co-ordinate all associated activities. Provide secretarial/administrative support/advice to members of Management Team and Chairman, as necessary.

2. Responsibilities and Activities:

To provide confidential and comprehensive secretarial and administrative support to the Directors and to Managers and Chairman, as necessary. 
Carry out all administration duties, diary management, booking accommodation, call handling, filing, etc. for the Directors. 
Point of contact for the Directors and senior team as required. 
Draft letters responding to members of the public. 
Liaise with Transport Scotland to make arrangements for meetings. 
To provide a telephone service for Directors acting as first point of contact.
Answer routine and complex enquiries/complaints from the public and employees. 
Act on behalf of the Directors when appropriate, eg responding to urgent queries during their absence. 
To plan and prioritise the Directors’ diaries, including arranging meetings and appointments to meet the different needs and priorities of the business. This requires the ability to pro-actively co-ordinate the needs of a variety of people, Chairman, Shareholder Directors, Managers, external bodies. 
To co-ordinate the production of reports and papers, collation and compilation of inputs from managers, including liaison to ensure deadlines are met. 
Organise papers for meetings, related documentation and supporting files. Co-ordinate submission of Board papers. Co-ordinate the preparation, compilation and distribution of reports and agendas as required. Organise and collate papers for meetings to ensure that matters are dealt with on time and to attend as note taker. 
Manage Directors’ incoming/outgoing correspondence utilising the company Mail Log System.
Draft and produce presentation material using graphics software, eg PowerPoint, Visio, InDesign. 
Plan/attend meeting and events and undertake associated tasks for these (venue, hospitality, accommodation, etc, etc). 
Make payments for events, accommodation, travel, etc, for Directors and Managers, and others as approved by Directors, and reconcile monthly statements.

3. Knowledge, Skills and Experience:

Extensive experience in undertaking a secretarial/administrative role with proven experience working at senior level, coupled with accurate typing and checking skills. Confidentiality/discretion. Note taking skills are desirable. Good knowledge of Microsoft packages (Word, PowerPoint & Excel) and knowledge of graphics software (eg Publisher/InDesign/Visio).

4. Key Relationships, Internal and External:

Internal

Directors
Senior Managers
Managers
Employees
Chairman

External

Scottish Executive
MPs / MSPs
Shareholders  
Members of the Public
Suppliers

5. Required Competencies:

Knowledge and Skills
Team Working
Planning and Organisation
Flexibility
Quality of Work
Drive Communications
Image
Work Speed / Responsiveness

Start date:
05 Feb 2019
Closing date:
20 Feb 2019

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