Personal Assistant to Managing Director (FTC 2 year)

JR United Kingdom; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading company is seeking a Personal Assistant to the Managing Director for a 2-year fixed-term contract in London. In this role, you will provide comprehensive support to senior management, including calendar management, meeting organization, and logistics. The ideal candidate will have significant experience, strong communication skills, and a proactive approach to problem-solving.

Qualifications

• 5 years’ experience of working at senior secretary/PA level.
• A good standard of French language is an advantage.

Responsibilities

• Provide secretarial and personal assistance to the Managing Director.
• Organize meetings, manage calendars, and coordinate events.
• Prepare monthly expense claims and assist with supplier management.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Proactivity

Professionalism

Technical Proficiency

Flexibility

Education

Formal secretarial training and qualifications

Tools

Microsoft Office Suite

Job description

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Personal Assistant to Managing Director (FTC 2 year), london

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Client:

TotalEnergies

Location:

london, United Kingdom

Job Category:

Other

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EU work permit required:

Yes

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Job Views:

1

Posted:

06.06.2025

Expiry Date:

21.07.2025

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Job Description:

Job Activities

• To provide a secretarial and personal assistance service to the Managing Director and other members of senior management team (total of 4) as and when required
• Administrative support to wider team on an ad hoc basis
• Proactively maintain and manage the Director’s calendars, arrangement, cancellation and monitoring of meetings
• Organize regular Direct Reports / Business Unit Meetings/ one to one as required for the MD
• Organise travel and prepare travel pack including travel & necessary documentations
• Organise company events
• For senior management meetings: Logistics (venue booking), agenda preparation, take / issue minutes and update / follow-up to the action register
• Co-ordinate events, meetings and information exchange involving Paris HO or other Group entities
• Prepare monthly expense claims for the MD
• Maintain CMC* rota and review to ensure full coverage and assist as required
• Assist with any other reasonable requests from the MD & Management team
• Master Data management – Assist with supplier creation or update in MBC, access rights to MBC, to EVP and other back office tools (Themis, etc.)
• Office supply management (stationary ordering, etc.)
• Liaising with IT and office access management as and when needed.

Candidate Profile

• Organizational Skills: Exceptional ability to prioritize and manage multiple tasks efficiently.
• Communication Skills: Strong verbal and written communication abilities.
• Attention to Detail: High level of accuracy in handling tasks and information.
• Proactivity: Self-starter with a problem-solving mindset and the ability to anticipate the MD’s needs.
• Professionalism: Maintains discretion and confidentiality at all times.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Flexibility: Adaptable to changing priorities and schedules.
• 5 years’ experience of working at senior secretary/PA level. Formal secretarial training and qualifications as appropriate for the role.
• A good standard of French language is an advantage