Personal Assistant at Electronic PayPlus Limited

Main Responsibilities

• To provide a comprehensive secretarial and administration service to the Chief Executive across the range of his work.
• To develop, maintain and review administration systems to achieve maximum efficiency.
• To maintain and organise the Chief Executive’s diary, filing system and all other relevant areas as necessary.
• To support the MD in his projects, proposals, bids, etc. through research, consultation, and team-management.
• To draft speeches, articles, briefings, and project proposals as requested by the CEO.
• To facilitate meetings, schedule debriefing meetings so follow up action can be implemented.
• Also by arranging refreshments, seating and taking minutes if required to do so.
• To co-ordinate staff/Board residential and meetings.
• To respond to Board member and other stakeholder queries in a timely and professional manner, both orally and in writing.
• To co-ordinate all senior management and Board member travel arrangements
• To compile Board papers and ensure they are sent in good time for meetings.
• To circulate reports, minutes and agendas for Board and Sub-committee meetings.
• To liaise with the Chairman and other Board Members on various matters as required.
• To be responsible for receiving enquiries and providing an effective referral service to service users.
• To maintain the complaints file and ensure all complaints are responded to within target timescales.
• To maintain and continuously keep up to date all EPP mailing lists.
• To ensure the effective management and update of all relevant databases.
• To liaise positively and professionally with colleagues and visitors;
• Commit to working proactively to support both the team and project output;
• To be amiable, professional and approachable at all times.
• Any other duties commensurate with the accountabilities of the post.
• Communication will be ongoing in the office.
• As an executive assistant, you'll be screening incoming calls, making notes of essential information and prioritizing the calls to be returned by the CEO.
• E-mail traffic will be very heavy as well so it's good practice to prioritize a list of those replies that have to be made by the CEO personally.
• Replying to the non-priority mails will usually fall to the PA.
• Additionally, you will be responsible for keeping all corporate documents including charters, laws and board meetings minutes.
• So you might also have to be a corporate archivist.