Personal Assistant to Director

Key duties typically include:

1. Scheduling and Calendar Management: They arrange meetings, appointments, and travel plans, ensuring the director’s time is organized effectively and any scheduling conflicts are resolved promptly.

2. Communication Handling: They screen and prioritize calls, emails, and other correspondence, often acting as the first point of contact and responding on behalf of the director when necessary.

3. Document and Presentation Preparation: They assist in preparing reports, presentations, and documents, managing paperwork and data to support the director in decision-making and project planning.

4. Meeting Support: They organize and coordinate meetings, including agenda preparation, minute-taking, and following up on action items to ensure tasks are completed.

5. Project Assistance: In some cases, they help manage special projects or tasks, liaising with other departments or stakeholders to meet project deadlines and objectives.

Overall, the role demands discretion, organizational skills, and the ability to adapt to the director's changing priorities.

A personal assistant (PA) needs a mix of technical, organizational, and interpersonal skills to effectively support a director or executive. Here are some key skills:

Organizational Skills: PAs must be adept at managing schedules, prioritizing tasks, and handling a high volume of information. Strong time-management skills are essential for keeping the director’s calendar and tasks well-organized.

Communication Skills: They must be proficient in both verbal and written communication, as they often interact with internal teams, clients, and stakeholders. Clear, concise communication helps in drafting emails, reports, and messages, as well as in screening calls and coordinating meetings.

Attention to Detail: Ensuring accuracy in scheduling, document preparation, and data management is critical. Small errors can disrupt operations, so a strong eye for detail helps prevent issues.

Discretion and Confidentiality: PAs frequently handle sensitive information. Trustworthiness and discretion are essential in maintaining confidentiality and protecting the director’s and organization’s privacy.

Technical Skills: Familiarity with office software (e.g., Microsoft Office, Teams,Canva), calendar management systems, and other project management tools is important. Technical proficiency in these tools helps streamline tasks like document creation, scheduling, and task tracking. There will be training available on software if new.

Adaptability and Problem-Solving: PAs must be flexible and able to handle last-minute changes or unexpected challenges. Problem-solving skills enable them to troubleshoot issues and adapt plans quickly.

Interpersonal Skills: Strong people skills allow PAs to interact effectively with colleagues, clients, and other stakeholders. This helps build positive relationships and smooth communication between the director and others.

Project Management: Many PAs assist with or lead specific projects. Basic project management skills, including task delegation, deadline tracking, and follow-up, are valuable for coordinating these efforts effectively.

These skills help a personal assistant provide seamless support, ensuring that the director’s time and priorities are managed efficiently, and organizational goals are met.

A Police background check is required for this role.

Flexible

Getting started:
The first step is to express your interest by filling out the form below. We will then put you in touch directly with the organisation for more information on the role and how to proceed.

Ref: 6234

Administration