Personal Assistant

Personal Assistant

Location: Rubery, Birmingham

Salary: Up to £17.96 per hour

Hours: 20 Hours Monday – Thursday (Some flexibility required)

About the Role: A leading client of Pertemps Recruitment is seeking a highly organized and adaptable Personal Assistant to support their Head of Business Development. This role involves working closely with the Sales Team. The ideal candidate will provide vital administrative support, manage schedules, and act as a crucial liaison between the Head of Business Development and various stakeholders.

Key Responsibilities:

• Diary Management: Organize and maintain diaries, ensuring optimal use of time. Reschedule appointments or delegate tasks as necessary.
• Meeting Preparation: Organize and attend meetings, ensuring the relevant parties are well-prepared. Provide necessary documents and schedule preparation time.
• Communication Management: Handle incoming emails and post, respond on behalf of the Head of Business Development, and delegate as appropriate.
• Liaison: Communicate with clients, suppliers, and staff, respecting the organizational structure and authority limits.
• Gatekeeping: Filter enquiries, maximize the Head of Business Development's time, and direct communications appropriately.
• Travel Arrangements: Organize travel, visa, and accommodation requirements. Occasionally accompany the Head of Business Development to meetings.
• Document Production: Produce documents, reports, and presentations.
• Office Systems: Maintain office systems, including data management and filing, to improve efficiency.
• Support: Act as the first point of contact in the Head of Business Development's absence and communicate issues back to them.
• Out-of-Hours Work: Some out-of-hours work may be required to support events or meet deadlines.
• Visitor Management: Greet and ensure the welfare of visitors at all levels of seniority.
• HR Interface: Assist the Head of Business Development in managing their team efficiently.
• Research: Conduct relevant research and present findings.
• Sounding Board: Act as a sounding board for the Head of Business Development.
• Meeting Facilitation: Facilitate meetings and produce action plans and minutes.
• Data Analysis: Analyse and collect data, presenting it in regular reports.
• Collaboration: Communicate effectively with the MD’s PA to ensure no duplication of effort.
• Additional Duties: Carry out any other duties within the role holder’s capabilities.

Person Specification:
Essential Qualifications and Training:

• GCSE English and Maths Grade C minimum
• Touch typing – minimum 60 wpm
• Secretarial/Admin Qualification or equivalent experience
• Advanced user of Microsoft Outlook, Word, Excel, and PowerPoint

Essential Experience:

• Proven experience in a 1:1 PA role
• Diary management
• Minute taking
• Relationship building

Desirable Experience:

• Experience working in a manufacturing environment
• Proofreading
• Experience with Sage and/or Salesforce CRM

Qualities and Attitude:

• Discretion and confidentiality
• Quick-thinking and able to assimilate information quickly
• Commercial acumen
• Flexibility, adaptability, and efficiency
• Forward planning and prioritizing
• Problem-solving and creative thinking
• Tact and diplomacy
• Calm under pressure
• Active listening
• Self-motivated and able to work independently
• Energetic, assertive, and resilient

Product Knowledge:

• Working knowledge of Sage 50 and Salesforce CRM
• Competent user of Microsoft Office software

Competencies:

• Exceptional written and oral communication
• Excellent IT skills, including various software packages
• Ability to work under pressure and meet tight deadlines
• Strong organizational and time management skills
• Ability to research, analyse, and present information clearly
• Excellent interpersonal skills
• Initiative and reliability
• Attention to detail
• Flexibility and adaptability to juggle multiple tasks
• Strong data analysis and presentation skills
• Excellent Excel skills

How to Apply: If you are a highly organized and adaptable individual with a passion for supporting business development at the highest level, we encourage you to apply. Please click apply now and submit a copy of your up-to-date CV for review.