Team Secretary/PA

Placed: 27/11/17
Region: Hampshire
Location: Fareham
Category: Jobs


Content of the advertisement:

We are looking for a reliable, professional and efficient individual to join Gattaca. You will be responsible for high quality secretarial support to the Engineering Operations Directors & their direct reports, as well as PA support to the Managing Director of Engineering. This is a really fantastic opportunity to join a business going through exciting growth!

Key Responsibilities

* First point of contact for Managing Director and Operations Directors, and full range of administrative support to the Engineering management team
* Organise and maintain business diaries for Directors, ensuring each day is structured without duplications or conflicting appointments
* Monitor Directors inboxes; creating an archiving and filing system, as well as task management
* Investigate and coordinate complex UK and international travel itineraries
* Organise internal and external meetings and teleconferences, including booking of venues, arranging travel and accommodation; organisation of attendees and preparation of papers
* Research and plan team events; ensure appropriate brief and budget, oversee logistics including travel, accommodation and activities
* Assist Directors with drafting monthly management reports
* Assist with budget management: monitor income and expenditure, process and code invoices and business expenses
* Assist with the co-ordination of ad-hoc projects, initiatives and business development activities
* Ensure the timely organisation, collation and distribution of meeting agendas, actions and minutes
* Proactively capture tasks from a number of meetings internally and externally, as well as creating a timeline of action requirements i.e. from operations meetings and financial budget reviews
* Provide ad-hoc PA support cover both for Management/Directors/Executives supported in the business by other support personnel

Experience Required

* Experience of working in a fast-paced corporate/office based environment in a support role
* Experience of PA or Secretarial support at Senior Manager or Director level
* Experience of working with CRMs or bespoke database systems is desirable

Personal Attributes

* Excellent attention to detail
* Discrete and confidential
* Self-motivated
* Proactive and able to use own initiative
* Fantastic communicator
* Highly organised with excellent prioritisation skills
* High level of customer service (internally and externally focused)
* Friendly and approachable, with a 'can do' attitude
* Willingness to go above and beyond the minimum expectation
* Flexible, with a willingness to work outside of core business hours, as dictated by the business
* Able to stay calm under pressure
* Able to communicate effectively and persuasively in person, on the phone and in writing

Gattaca provides outsourced staffing solutions and recruitment services across engineering and technology. Established in the UK in 1984, Gattaca has grown into an international business with more than 800 staff in offices across four continents. The Gattaca group of companies boasts the UK's number one engineering recruitment specialist (Matchtech) and a top five technology recruitment specialist (Networkers), as well as a number of other successful recruitment brands

Price / Salary: £24000 - £26000/annum