Personal Assistant to Managing Director

Town & Country Housing; Royal Tunbridge Wells; On-site; GBP 25,000 - 35,000; Full time

Job summary

A property management organization in Royal Tunbridge Wells is seeking a Business Administration Support professional. This pivotal role involves managing the Managing Director's diary, providing administrative support, and liaising with both internal and external stakeholders. Strong organizational skills and the ability to maintain confidentiality are essential for success in this position. The successful candidate will contribute to effective management and high-quality documentation in a professional setting.

Qualifications

• Experience in business administration support roles.
• Ability to manage complex diaries and schedules.
• Strong written and verbal communication skills.

Responsibilities

• Deliver high-quality business administration support.
• Manage the Managing Director's diary and meetings.
• Coordinate internal and external communication effectively.

Job description

To deliver high quality business administration support to the corporate business which will be wide-ranging, including:

• General Administration
• Diary management
• Point of contact for external stakeholders

Key Objectives

• To put in place and maintain systems that ensure the Managing Director's office is effective and runs smoothly.
• To run the Managing Director's diary and arrange for conference bookings and travel as necessary.
• Manage all diary commitments to maximise effectiveness, ensuring the MD is properly briefed for meetings.
• To act as the ambassador for the MD and be able to liaise professionally with staff, Board Members and external parties.
• Anticipate the MD's needs e.g. preparing to enable them to make the best use of their time.
• To be able to always maintain confidentiality and a professional manner.
• To work with the MD in producing high quality presentations for the Board, internal use, and outside organisations.
• To proactively draft correspondence for the approval of the MD.
• To log and co‑ordinate MP constituent enquiry responses on behalf of the MD.
• To manage internal/external complaints, drafting responses on behalf of the MD.
• To arrange management meetings to include the co‑ordination of agendas. The current standard meetings are:
  1. Executive Management Meetings
  2. Major Projects Group
  3. Leadership Meetings
• Produce high quality minutes, and professionally presented documents using a range of packages and in line with corporate standards.
• To co‑ordinate the agenda for Staff Briefings and ensure they run smoothly and are recorded.
• To organise internal and corporate events as requested.
• To work with the MD to ensure Board reports are of a high standard and meet deadlines.
• To carry out research as requested.
• Maintain efficient, accessible filing systems, processing invoices for payment.
• To monitor budgets, informing the MD of potential over/under spends.

This job description is a guide to the nature of the work required. It is not comprehensive, and it is expected that other duties will be undertaken as this role develops and as may be reasonably expected.