PA to 3 HR Global Directors Job in Sunbury TW16 7LN, Home Counties UK

Start date 9th April

Global oil company with large corporate offices based in Sunbury are seeking a top level PA with corporate experience to support 3 Global Directors within an HR area.  You should have not only excellent coordination and administrative suuport skills but also the ability to make decisions based on limited information and the confidence to carry them through whilst forward planning, prioritising and withour sacrificing quality or attension to detail.  Role to commence on the 9th April, successful candidate will also be considered for this as a permanent position.

Key accountabilities

            Deal with incoming enquiries for the Directors, both internally and externally.  Prioritise incoming material, identify matters for escalation, anticipate the requirements of the Directors and determine what can be actioned or referred.

Compose basic presentation materials on behalf of the Directors.

Coordination of HSSE and compliance data.

Co-ordinate and manage ad hoc projects or specially assigned duties as required.

Management of the Director’s diary and appointments and provision of a full administrative service with respect to travel and visit management.

Coordinate and organise meetings, conferences and events. 

Arrange internal and external meetings and conferences, including selection of appropriate venue and negotiation of rates.  Ensuring that the practical arrangements are in place, preparation materials are received on time and follow up materials are accurately recorded and promptly issued.

Work to ensure the Directors are well briefed in advance of meetings and that the relevant paperwork is complete and produced in advance of and subsequent to such meetings.

Liaison with internal and external contacts in the course of handling the Director’s business arrangements.

Arrange international travel, hotel accommodation, visas, currency and ground transport in line with company policies. Prepare itineraries.

Preparation of expense claims in line with company policies.

Work with the Directors to support internal and external communications. This will involve handling pre read, agendas and minutes for the regular team meetings.

General administration duties including office related purchasing, invoice processing, filing, archiving, stationery and safety clothing/equipment co-ordination, mail/courier, building security, visitor co-ordination and other duties associated with the smooth running of the office.

Reporting structure, context and environment

            The Directors report to the VP for Global HR Operations HRIS who reports directly to the Group HR Director, who reports to the Group Chief Executive for the company.  The role holder should demonstrate an ability to deliver in a fast-paced, corporate environment as part of an operational HR team.  

Essential criteria for the role – what knowledge and skills must the candidate possess to fulfil the role

            Excellence

Full range of top class PA skills, including organisation, prioritising, forward planning and administration.

Competent in using word, excel, PowerPoint, project, SharePoint or equivalent.

Familiar with and confident in working with technology, e.g. video and audio conference, net meetings.

Excellence

Highly adaptable with strong interpersonal skills.

Ability to work without supervision, under pressure to intelligently assess and anticipate the requirements of the Director.

Able to work at a fast pace and/or with multiple priorities at one time, without sacrificing quality or attention to detail.

One Team

Supportive team working and networking skills with peers and managers world wide.

Must demonstrate the ability to be proactive in role.

Builds networks to enhance effectiveness and share knowledge.

Excellence

Ability to progress issues even when only partial information is available.

Promotes open and effective communication.

Proven, demonstrated track record as a PA and able to provide top flight references as such.

Excellence

Flexibility and efficiency to ensure the roles and responsibilities are met in a timely and effective manner.

Superb attention to detail.

Overcomes obstacles and adapts approach to achieve outstanding results.

We consider every CV that is submitted to us, however please note that time constraints mean we are only able to get back to those applications that are successful.  We may retain your details to match against future job opportunities. 

 

NB. It is a very competitive job market so before submitting your CV it is worth a final check to make sure it is well laid out, up to date and accurately reflects your qualifications, experience, skills and abilities in relation to the position you are applying for.  Where you want to highlight your particular suitability it is worth using a covering letter with your CV.