Junior Personal Assistant

We are seeking a proactive and detail-oriented Junior Personal Assistant in the PA Team at Hays Travel to support our Board of Directors and senior team members in various administrative tasks. You will provide support on matters such as diary management, preparation for meetings and conferences, travel arrangements (nationally and internationally), general administration and liaising with external visitors.  This role is ideal for someone who is organised, eager to learn, and enjoys providing support in a fast-paced environment.

You will play a key role in ensuring the Directors' needs are met with efficiency, while also managing communications on their behalf. 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.  Confidentiality and discretion are essential attributes for this role.

Hours: 20- 25 hours Monday to Friday (flexibility required for full time work during peak periods or cover for annual leave)

Role Duties

• Assist with managing the Directors' calendars and scheduling appointments, both within the company and with external organisations
• Screen phone calls, emails, and inquiries, handling and prioritising them as appropriate, and gathering necessary information for the Directors
• Greet and assist visitors, ensuring they are well taken care of during their visit
• Process incoming emails and mail, ensuring timely responses or holding responses as needed, and providing the Directors with relevant information
• Organise and arrange travel, including booking flights, hotels, transportation, and visas, while preparing itineraries
• Ensure the Directors are prepared for 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 and Senior Team meetings
• Coordinate meetings, social functions and dinners
• Maintain and update office systems and procedures
• Perform various tasks as required, such as conducting research or assisting with corporate governance reporting.
• To be flexible to work outside of normal operating hours from time to time

Competencies Required

• Excellent verbal and written communication skills, often engaging with senior colleagues inside and outside the business
• Strong organisational and time-management skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software
• Excellent attention to detail and high levels of accuracy
• Ability to multitask and prioritise effectively in a dynamic work environment
• Discretion and confidentiality when handling sensitive information
• Ability to work without direction for significant periods of time

Experience Required

• Previous Personal Assistant experience preferred
• 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.