Experienced Personal Assistant

As a Personal Assistant (PA) in the PA Team within Hays Travel you will support our Board of Directors and build great relationships with managers throughout the Company. You will provide service on matters such as complex diary management, preparation for meetings and conferences, travel arrangements (nationally and internationally), general administration and liaising with external visitors.

Hours: 20- 25  hours Monday to Friday (flexibility for full time work for cover and peak times)

Salary: Competitive and based on experience

You will display confidence in communication, often engaging with senior colleagues inside and outside the business and being a good team player will be essential so you can prioritise your work accordingly to meet the needs of your customer (Hays Travel Directors).

The successful applicant will represent the business with a positive attitude and be self-motivated to ensure all aspects of your work are completed efficiently and confidentiality and discretion are essential attributes for this role.

The successful applicant will have a high degree of initiative, often being the voice of the Directors through being capable of commissioning provisional answers/responses to communications in the absence of Directors in anticipation of their consideration of matters.

Role Duties

• Assisting with Directors diaries and making appointments both within the business and interaction with outside organisations
• Screening phone calls, enquiries and requests and prioritising/handling them where appropriate and sourcing appropriate information in advance of presenting these to the Directors
• Meeting and greeting visitors and ensuring that they are well looked after during their visit
• Dealing with incoming emails and post to ensure that they are actioned in a timely manner and that there is follow up for each communication received providing as much information as possible to support a response as a minimum offering a holding response
• Arranging travel, insurance, visas and accommodation for Directors and providing itineraries
• Ensuring that all Directors attend meetings with the correct information and any presentations that may be required – having commissioned such information and flagged the need for presentations/speeches in advance
• Manage the monthly credit card, monthly expenses and invoices for Directors
• Collate reports for Board meetings and Senior Team meetings
• Coordinating meetings, social functions and dinners
• Implementing and maintaining procedures/administrative systems
• Miscellaneous tasks to support the Directors, which will vary according to the sector and to the Director’s remit, eg completing some corporate governance reporting or conducting research.
• To be flexible to work outside of normal operating hours from time to time

Competencies Required

• Excellent communication skills with the ability to grown successful working relationships
• Excellent organisation and time management skills with the ability to work to deadlines
• Computer and administration skills including diary management and proficient in Microsoft Office packages
• Excellent attention to detail and high levels of accuracy
• Ability to commission work from others sensitively and effectively
• Effective motivational skills
• Ability to handle complex and confidential situations
• Ability to work without direction for significant periods of time

Experience Required

• Previous Personal Assistant Experience
• Evidence of working in a fast-paced environment
• Excellent communication and organisational skills
• Experience of delivering exceptional customer service and administration skills
• Demonstration of initiative in commissioning work/information relating to incoming communication and being able to present solutions to diary/availability problems

General

• To undertake any other duties that may fall into the job criteria
• To conform with all Company policies and procedures including Health and Safety
• To treat all employees, customers and suppliers with dignity and respect
• An understanding of the business of Hays Travel and various departments would be desirable

Values

Our SMILE values are embedded into our Company.  You will ensure that the Hays Travel values are demonstrated at all times and that others follow this standard:

• Supportive
• Motivational
• Innovative
• Loyal
• Excellent

This job description is not intended as an exhaustive list of all duties and responsibilities of the post but simply reflects the key areas involved

Hays Travel is committed to safeguarding and promoting the welfare of all colleagues. As an accredited employer provider of apprenticeships, we undertake basic checks through the Disclosure and Barring Service (DBS) to ensure the safety of our apprentices for relevant roles.