Personal Assistant

Brook Street; Newport; On-site; GBP 24,000 - 32,000; Full time

Job summary

Brook Street in Newport seeks a proactive Personal Assistant to provide day-to-day administrative and secretariat support to a Divisional Director within the Services Directorate. You will manage a busy diary, coordinate communications, and prepare briefing papers.

The role requires strong pa fundamentals, clear minute taking, professional communication with senior leaders, and flexibility to be in the office Mon-Thu.

Qualifications

• Diary management and prioritising emails.
• Clear minute writing capability.
• Professional communication with senior management.
• Team-first mindset and flexible coverage.
• Willingness to attend the office Mon-Thu.

Responsibilities

• Maintain the Director's diary and keep it updated daily.
• Prioritise emails and take action on crucial items.
• Record, track and follow up on Director's actions.
• Arrange meetings end-to-end with agendas and papers.
• Provide secretarial support for Services meetings.
• Liaise with stakeholders and build relationships.
• Organise travel arrangements including international travel.
• Manage Directorate document records using a DMS.
• Arrange live events and provide event support.
• Provide cover for other PAs when needed.

Skills

Diary management

Email prioritisation

Travel booking

Minute taking

Stakeholder liaison

Office presence

Professional communication

Job description

Personal Assistant

Location: Newport

Working Hours

Monday to Friday 37 hours ( between 8am - 5pm )

Join our client's Services Directorate Support team and help keep senior leadership running smoothly-where your organisation, judgement and calm communication make a real difference. This is a first-line PA role providing day-to-day administrative and secretariat support to a Divisional Director.

What you'll be doing:

• Maintain the Director's diary and ensure it's updated and managed daily
• Monitor and prioritise incoming emails, taking action and making decisions on what needs attention
• Record, track and follow up progress of the Director's actions
• Arrange meetings end-to-end: agendas, collating materials and briefing papers (including uploading papers for meetings via a software application)
• Provide secretarial support for Services meetings, including managing agendas and action tracking
• Liaise with stakeholders across all grades, responding to queries as they arise and building strong working relationships
• Organise travel arrangements, including international travel
• Keep Directorate document records up to date using a document management system
• Arrange live events and provide support during the event
• Provide cover and support to other PA's within the team when needed

What you'll bring:

• Strong PA fundamentals: managing a busy diary, prioritising emails and booking travel
• Confidence when working with senior management and the ability to communicate professionally
• Clear minute writing capability
• A team-first mindset with excellent engagement skills, including the ability to step in at short notice
• Flexibility to attend the office between Monday and Thursday, ensuring coverage during core working hours

Additional information:

• Expected to attend the office for a minimum of 20% of working hours (with flexibility on which days, but training and business-essential work may be required at short notice)

If you thrive on organisation, enjoy supporting high-performing leaders and want your work to have visible impact, we'd love to hear from you.

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.