Personal Assistant to Managing Director
Our client, a major manufacturer in the O&G industry, is looking for a PA to assist the Managing Director.
The ideal candidate will:
Manage and maintain the MDs diary and email account
Filter emails, highlight urgent correspondence and print attachments.
Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems.
Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
Schedule on behalf of the MD meetings between him and his direct reports and the committees and groups to which he is a member.
Deputising for the manager, making decisions and delegating work to others in the manager's absence
Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD match his requirements.
Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
Carrying out background research and presenting findings
Manage the process of calling for briefing on behalf of the MD from start to finish ensuring that he is fully prepared for all engagements.
Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
Prepare correspondence on behalf of the MD, including the drafting of general replies.
Minute general meetings as required and complete research on behalf of the MD.
Keep and retrieve files.
Ensure guests meeting with the MD are well taken care of.
Provide a service that is in line with the MDs work habits and preferences
Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts (essential).
Experience of diary management/researching and booking of travel and accommodation (essential).
Experience of successfully working with senior management (essential).
Must be proficient with the keyboard and IT applications (this may be tested during the selection process).
Expert level in the use of Outlook.
Intermediate level in the use of Word, Excel and PowerPoint.
Skills (all essential):
Excellent organisational skills, ability to multi-task and organise others.
Excellent oral and written communication skills and ability to professionally represent the MDs office.
Ability to work under pressure and be flexible as part of a small team.
Attention to detail and deadlines.
Ability to filter information and assess priorities.
Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.
Ability to prioritise and manage own workload amid conflicting demands and busy work periods.
Ability to think ahead and anticipate needs before they arise.
Ability to exercise discretion in dealing with confidential or sensitive matters.
Confident and able to work on own initiative and with limited supervision.
German speaking candidate are preferred.
The postholder will fulfil a specific job but be expected to develop a good understanding of the roles around the MD, and be able to confidently and competently deal with all team members.
When the MD is absent, the postholder will be expected to use any down-time to explore and implement improvements to the way the MDs office is managed.
The postholder should expect that on occasion, they will be required to work flexibly with the MD and on occasion a longer than normal day. In addition the postholder may be contacted by the MD out of normal office hours to deal with unexpected events.
About the Company
About the Company
The Adecco Group is the world's leading provider of HR solutions. With more than 33,000 FTE employees and a network of 5,600 branches, in over 60 countries and territories around the world, we offer a wide variety of services, connecting close to 750,000 associates with well over 100,000 clients every day.
The services we offer fall into the broad categories of temporary staffing, permanent placement, career transition, talent development and workforce management solutions, as well as outsourcing and consulting.
The Adecco Group is based in Zurich-Glattbrugg, Switzerland and we are a Fortune Global 500 company listed on the SIX Swiss Exchange.