Job Description
PA; Belfast; 9 month contract; 37 hours per week; £20.00ph paye, Inside IR35.
We have a requirement for a PA to provide business support to a Director and members of our clients senior management team, based in Belfast working for an aerospace sector client. As a PA you should be able to continually demonstrate effective partnering with members of the Leadership Team first line and peers across the business
The post holder will be expected to work autonomously or as part of a team, making sound calculated decisions on behalf of their Directors. In addition to business acumen, it is expected that the PA act with discretion and confidentially at all times as well as provide support and manage organisational support to other functions, programmes and sites.
The post holder will be required to work 3-4 days on site due to the nature of the role, but flexibility will be required to cover our any events/visits.
Duties
Act as their Director s first point of contact with internal and external stakeholders.
Key tasks include:
Full autonomy of the Director s diary to maximise the time focusing on the business priorities and to eliminate the waste.
Co-ordination of the organisation and preparation of meetings across multiple time zones, ensuring all materials are provided. In some cases, taking ownership of the meeting; producing agendas, reports, attending and participating in meetings and taking minutes or actions.
Managing complex travel itineraries and visas where necessary, ensuring that best route and value is obtained and monitoring budgets where required. Ensuring that all documentation and the relevant security processes are completed prior to travel
High level email management for self and Director.
Provide Business support required across functions and programmes
Marketing and events organise, support and co-ordinate all aspects of internal and external events. Proficient in use of GCRM events management system for customer attendees.
Communications writing and proof-reading communications on behalf of the Director, co-ordinating site communications plans and work closely with internal and external communications managers. Create and publish documents on the intranet, such as organisation charts
Supporting UK Lead and site initiatives E.g. Deputy Travel Manager role, actively participating at company meetings and report updates and usage directly to HR Director. Managing two-way communication with the Business Support Team and wider Community, to ensure that travel processes, procedures and costs are delivered successfully
Undertake ad hoc projects as directed by the BSM or Leadership team
Provide research where required, compiling reports, data and presentations to summarise findings
Be competent in undertaking ad hoc requisitions and other system procedures identified
Create, manage and champion policies and processes
Provide cover for other Business Support Partners during absence
Any other tasks as directed by the BSM
Skills And Experience
Minimum 3 years experience as a PA to a Director or equivalent in a busy business environment. Knowledge and experience of supporting other business functions and understanding of how they integrate with each other
Advanced skills in MS office software (Outlook, Word, Excel, Visio & PowerPoint)
Excellent spoken and written English.
Effective personal organisation and an ability to remain composed and focused under pressure
Demonstrate a high level of business awareness, excellent communication skills (verbal and written) and ability to interact effectively, courteously and professionally both within internal and external customer communities
Able to prioritise workload and complete work within agreed timescales to outstanding quality requiring minimal rework/no rework.
Must be able to work independently as the Director will often be out of the office. Self-motivated and enthusiastic.
A strong personality and credibility to act on behalf of the Directors / managers authority as required
Have outstanding organisation skills. Ability to meet stretch deadlines and demands of the team. To be proactive in finding solutions to problems.
Ability to think on feet and make last minute decisions working within pressurised situations
People management and leadership skills
Ability to build relationships within the Business Support Community and actively promotes the value and positive perception of the team.
Able to deal with people at all levels of the organisation but predominately experience in
dealing with senior business leaders and Directors.
Experience in virtual and digital technology
Handles confidential and sensitive information in a discrete and controlled manner.
Morson is acting as an employment business in relation to this vacancy
