P.A. to Directors - MBS Lighting UK Limited : Job Details

To provide dedicated administrative and organisational support to the CEO and team of Directors. This includes co-ordinating multiple calendars, appointments, booking travel arrangements, and preparing confidential itineraries for staff across all companies that report into the UK/EU Headquarters.

Key Accountabilities:

Executive Support and Administrative Tasks:

• Manage multiple calendars and appointments for the CEO and Directors, ensuring efficient time management.
• Handle sensitive communication, including phone calls, emails, and correspondence, with a high level of confidentiality.
• Perform day-to-day administrative tasks, such as updating event attendance trackers, booking meeting rooms, greeting visitors, and running errands when necessary.
• Co-ordinate Internal and External meetings. Take minutes, organise supporting resources including any required hospitality needs. Distribute any meeting notes and follow-up action points and where required add to Director’s action lists.
• Assist with managing the CEO and Director’s action lists, prioritising tasks, ensuring and assisting to meet deadlines.
• Consolidate and prepare documents, reports, presentations, and meeting agendas, ensuring accuracy and timely delivery.
• Handle expense reports and credit card statements for the executive team, ensuring accuracy and prompt submission.
• Maintain office presentation and organisation, ensuring visitor space and resources are well managed and that the Director office areas and shared space are well stocked and professionally presented.
• Take primary ownership of the inbound email and manage process for actioning email when unable to handle directly.
• Manage the company Policy Tracker and co-ordination of review and publication.
• Updating of systems and manual data entry to support the business.

  Event and Travel Management:

• Organise external meetings and events together with the Relationship Manager. Identify and book venues as well as taking ownership of booking of resources, hospitality and logistics.
• Build rapport with VIPs and any support staff. "Get to know" needs of regular visitors to help pre-empt requests and deliver on any needs based on known preferences.
• Sharing seamlessly with the Relationship Manager, book travel and accommodation for the executive team and staff across all UK-based companies, complying with authorisation guidelines. Preparing and communicating detailed, confidential itineraries.
• Collaborate with the Marketing Director and Sales Director to manage the events calendar and manage invites to company hosted tables and events.

  Project Management and Policy Coordination:

• As needed identify, update and create Operating Procedures and instigate any Projects and related areas of responsibility.
• Support the Marketing Director with the creation, updating, and management of marketing materials and event schedules.
• Help manage and maintain documentation related to procedures, companywide process and policy library.

  Sustainability and Compliance:

• Continuously support the company’s environmental goals, looking for new opportunities to reduce environmental impact and promote sustainability practices.
• Ensure compliance with company guidelines, policies, and procedures, maintaining high operational standards across the office.
• Proactively share working process and procedures to administrative staff as new areas of the business develop and interface into your day-to-day activities.

?Competencies and Qualifications:

Exceptional Organisational Skills: Proven ability to be flexible and manage multiple calendars, prioritise tasks, and handle competing deadlines for multiple directors.

Time Management: Demonstrate efficiency in handling time-sensitive tasks, ensuring deadlines are met and executives are prepared for all engagements.

Discretion and Confidentiality: Ability to handle sensitive information with care, maintaining the utmost confidentiality in all communications and tasks.

Attention to Detail: Meticulous attention to detail, ensuring that documents, spreadsheets, reports, presentations, and itineraries are accurate and professional.

Strong Communication Skills: Excellent verbal and written communication skills, with the ability to liaise professionally with internal and external stakeholders at all levels.

Proactive Approach: Anticipates the needs of the executives and directors, taking initiative to ensure smooth day-to-day operations without needing constant supervision.

Problem Solving: Ability to handle unexpected situations and challenges under pressure, offering practical solutions to issues that arise.

Interpersonal Skills: Adept at building and maintaining strong relationships with colleagues, clients, and external partners.

Multi-tasking Ability: Capable of juggling a wide range of administrative tasks, from scheduling meetings to coordinating large events, while maintaining a high standard of work.

Technologically Proficient: Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint, Teams), with the ability to quickly learn new software or platforms as needed.

?Person Specification:

Personality: Friendly and outgoing personality with a good sense of humour. Responsible attitude, discrete, dependable and punctual. Self-motivated, keen to develop their own skills.

Personal Situation: Able to commute reliably to the Colnbrook Head Office as well as other sites as required from time to time.