Personal Assistant

Job Category:
Construction/Ind/Manuf
Area:
Cork
Location:
Cork
Salary Description:
Negotiable
Posted:
06/12/2018
Recruiter:
FRS Recruitment
Job Ref:
FRS30600

Job Title:

PA

Location:

Midleton, Co.Cork

Type:

Permanent

PA to Sales & Technical Support Director

As PA at senior level, you will be responsible for providing executive support to the Director. Extensive experience is required in handling executive support related tasks with a wide range of associated administrative duties. Success is driven by the ability to work independently combined with a high degree of time management and organizational skills. The highest priorities of this role are Calendar Management, being the single point of contact for the VP in administrative duties and the strictest confidentiality. Performance is measured upon competently fulfilling the core duties.

The below statements are intended to describe the general nature of work being performed within the role. They are not intended to be construed as an exhaustive list of all the responsibilities, duties, & skills required, nor be the entire list of behaviours or expectations for which one may be measured upon. Employees will be required to follow any other job-related instructions & to perform any other job-related duties requested by the Director.

Job Description

Calendar Management

* Act as a gatekeeper yet ensure deadlines are being met
* Organize & schedule all meetings, conferences & departmental activities across multiple time zones e.g. EMEA, US & APAC
* Ensure Director has ample time to prepare for meetings
* Provide agenda & supporting documentation for all meetings
* Prioritize meetings according to level of importance
* Meet & greet visitors
* Manage bookings of weekly, bi-weekly &monthly routine departmental meetings
* Co-ordinate staff meetings, take minutes & circulate to attendees
* Ensure follow up actions from meetings are completed
* Meet weekly with Director to coordinate calendar activities

Administration

* Respond to incoming correspondence
* Review & prioritize incoming emails, including VP’s inbox, bringing to attention items which may require immediate attention
* Prepare PowerPoint presentations & internal/external company related communications
* Be the point of contact for all system approvals required by VP
* Process all expenses for payment
* Manage/utilize all airline & hotel loyalty programmes

Travel Arrangements

* Manage all associated tasks relating to travel arrangements and provide VP with itineraries
* Process any necessary paperwork in order to obtain visas, where applicable, with travel to specific destinations
* Manage destination transports to & from Airports
* Manage all domestic transport

Operations

* Manage corporate Vendors
* Research, compile, analyse & report various operational data from multiple sources to maximize operational efficiencies
* Interact on an on-going basis with VP, Business Leaders, Managers and Project
* Teams to ensure seamless implementation of key business priorities & initiatives/projects whilst also tracking implementation of tasks and budget to escalate if needed

Experience

* 2-3 years minimum experience providing administrative support to Senior Executives required
* Experience working with senior leaders in an organization & sensitive data
* Ability to maintain a high degree of confidentiality
* Exceptional verbal & written communication skills essential
* Must be proficient with full suite of MS Office Applications
* Knowledge of multinational, e-commerce industry or internet technology-based companies desirable
* Proven ability to multi-task & work independently using initiative is fundamental
* Proven ability to meet SLA’s
* Excellent organizational & time management skills essential
* Ability to make pragmatic decisions with undefined criteria is vital
* Capable of building relationships quickly within a diverse, dynamic & very fast paced environment is favourable
* Proven skills in exercising discretion crucial
* Ability to take ownership of queries/issues & bringing them to a successful conclusion required

Competencies

* Adaptability
* Organizational Skills
* Proactive
* Judgement
* Time Management
* Functional I Technical Skills
* Decision Making
* Relationship Building | Team Player
* Communication Skills
* Trustworthy
* Business Understanding

For further information on this role please contact Tara Kelly on 086-1451078 or

Contact Details:
FRS Recruitment
Tel: 086 1451078
Contact: Tara Kelly

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