Executive Personal Assistant

Adecco is an International HR and Consultancy firm.

Our client, in the aviation sector, is looking for an Executive Personal Assistant.

Reporting to the Global Training Director and Chief Financial Officer, the successful candidate will be responsible for:

Main responsibilities:

• Management of the GTD/CFO’s time and administrative systems.
• Manage all contacts with senior officials/management detailing with the GTD/CFO.
• Administration of bid/contracts library & contact files.
• Administration of GTD/CFO travel, costs & events/meetings.
• Accurately formalised library documents in minimum turnaround.
• Provide a full secretarial service support to the GTD/CFO. Undertake general clerical duties as the occasion demands. Manage the GTD/CFO’s diary to help make full and effective use of his time.
• Outcome: CEO’s time used effectively and output accurate, neat and on time.
• Manage the Bid/ Contracts Library and process administration requests for updating, formalising and distribution of library and bid/contract documentation.
• Outcome: Minimum turnaround time for library requests and ensure the same format (look) is carried across to all Company documentation.
• Provide first point of contact for a wide range of contacts, including senior management in the company, customers, service providers, government and regulatory authorities.
• Outcome: Polite, prompt and efficient handling of contacts.
• Plan, prepare and co-ordinate papers for Client meetings together with all supporting materials and reference documents ensuring timely distribution. Arrange meetings, including venues and refreshments and travel arrangements and itineraries ensuring that all parties are fully briefed.
• Outcome: Administration of client meetings is planned and executed effectively
• Establish and maintain accurate and up to date electronic and manual filing and bring forward systems to enable management information, to be produced when requested.
• Outcome: Filing system accurate and information can be accessed promptly when needed.

Qualifications:

• HSC
• Senior Secretarial Diploma, Para Legal or Commercial qualification.
• At least five years demonstrable, relevant experience in a Personal Assistant, Para Legal or Commercial administrative role.

Candidate profile:

• Computer literacy with proven experience in use of Word, Excel and PowerPoint;
• Able to identify and implement good practice and high standards;
• Excellent spoken and written English;
• Sophisticated in daily operational planning and execution process;
• Strong interpersonal communication and coordination skills;
• High responsibility, confidentiality and detail orientation;
• Endurance of high working pressure;
• Strong Administrative skills.