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Personal Assistant

Warwick, Warwickshire
Job Type
6 Sep 2022
Job Title: Personal Assistant Duration: 6 month contract with possibility of going perm Location: WFH / Warwick (twice per week) Salary: Competitive My client is an international electricity and gas company and one of the largest investor-owned Energy companies in the world. About the role: This role provides support to New Infrastructure Leaders and their subsequent Teams, by implementing and maintaining comprehensive, effective administrative and information systems which meet the Team and business-specific requirements. We're looking for someone to truly make the Team wonder how they ever operated functionally without you! You'll need to be one step ahead of the Team, a great communicator and influencer, and a Team player, but comfortable challenging a group. This will start with taking control of your line manager's calendar, ensuring expenses, procurements, travel, and prioritisation of impactful activities (including the wider Team when required). Key Accountabilities: Helping to manage the calendar, optimizing where time is spent so they can continue leading the Team to achieve its goals. You'll be key to their diary, figuring out whether a meeting is worth going to, re-prioritising to make room for what's urgent, and what to say "no" to all together! Preparing ahead of any meetings, ensuring logistics, actions and pre-reads are sorted - ensuring that there are as few surprises as possible. You'll Recognise and handle sensitive information and highly confidential documents (including Executive Papers) with absolute discretion, supporting Executive Steering Committee Meetings and relevant documents, as appropriate. Driving overall Team engagement, including the Team's presence inside and outside of the office, ensuring Team meetings, Team away days, line-management activities (including development planning), 1-to-1s, Team meetings and the needs of the Team are always prioritised. Supporting the wider Team with necessary admin, such as arranging meetings, procurement systems and processes, and managing Team availability throughout the year, ad-hoc project work, IT issues and any other initiatives that energise you. Managing and owning our tracking and reporting systems to capture and co-ordinate activities across the Team, including external meetings, external events and media activity and reporting back against our Team key performance indicators (KPIs). Track the Teams' budget and spending, overseeing financial systems, analysing costs and spend to improve Team efficiency. As part of this, you'll be expected to ensure that expenses, purchase requests etc. are all managed efficiently. Act as the point of contact for the Team, gathering and sharing National Grid insights as required, and helping to build an inclusive, supportive Team culture. Maintain the management of databases and spreadsheets, including collation, filing, data privacy and admin support to ensure the Team runs seamlessly. Able to lead on a New Infrastructure (NI) initiative or working groups to support (e.g., Health and Wellbeing). Ensure that departmental action plans are developed, implemented and updated as necessary. Administer the internal and external SharePoint sites, managing access, security and housekeeping, and provide support to the SharePoint forum. Knowledge, Experience and Technical Know How You have proven experience as a Personal or Team Assistant, supporting a leader and their Teams in fast-moving and commercially focused environments. You're great at building strong relationships across all levels of an organisation, and doing it quickly. You make it your business to know key players across the business, whilst maintain the highest levels of professionalism and integrity in all engagements. You have exceptionally high levels of ownership and you pride yourself on your attention to detail; you'll be able to spot a typo a mile off carefully consider presentation as well as content in written outputs. Self-motivated, resourceful, an excellent Team worker with strong communication skills, customer focus and who demonstrates the ability to work accurately within deadlines and act on their own initiative. You have proven computer literacy with the ability to use word processing packages and Microsoft Office suite (including Word, PowerPoint and Excel) to advanced standard. Extremely well organised and able to manage pressure, delivering high quality work in a timely manner. You have the ability to travel once a month to Director's meetings so full UK driving licence is a must. If you think you have the experience and knowledge, please apply with your CV right now for instant consideration! TO APPLY - PLEASE REPLY WITH AN UP-TO-DATE CV Candidates will ideally show evidence of the above in their CV in order to be considered. Please be advised if you haven't heard from us within 48 hours then unfortunately your application has not been successful on this occasion, we may however keep your details on file for any suitable future vacancies and contact you accordingly. Pontoon is an employment consultancy and operates as an equal opportunities employer
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  • Job Reference: 705456923-2
  • Date Posted: 6 September 2022
  • Recruiter: Pontoon
  • Location: Warwick, Warwickshire
  • Salary: On Application
  • Sector: Administration
  • Job Type: Contract