Personal Assistant - ADM : Job Details

We are seeking a highly organised, efficient and proactive Personal Assistant (PA) to support the Head of Farm Trading.The ideal candidate will be adept at managing a wide range of administrative tasks. This position requires excellent time management skills, attention to detail, and the ability to handle confidential matters with discretion.This is initially for a 12 month fixed term contract to cover part of a maternity leave position.

Main Responsibilities:Administrative Support:

• Manage calendar, schedule appointments, and coordinate meetings, ensuring there are no conflicts in dates/times.
• Prepare and manage correspondence, including emails, meeting minutes and written communications.
• To ensure meeting action points are followed up on a timely manner.
• Arrange travel and setting out meeting itineraries.
• Process expense reports, manage invoices, and assist with budgeting tasks as needed.
• Handle day-to-day activities ensuring everything runs smoothly.
• To work with the Marketing Specialist in the organisation of farmer events.
• To work with and partner the Farm Trading Assistant team in fulfilling administrative duties, including preparation of samples boxes ahead of the harvest period.

Task and Project Management:

• Track and follow up on professional tasks, ensuring deadlines are met.
• Manage and prioritise competing demands and requests, providing reminders as needed.
• Organise and projects on behalf of the supervisor, including setting timelines and coordinating team members and inter-departmental collaboration.

Communication and Coordination:

• Handle emails, calls and correspondence professionally and efficiently.
• Prepare reports, presentations, and documents as required.
• Act as a point of contact for internal and external stakeholders, providing necessary information or redirect to the appropriate stakeholder.

Confidentiality and Professionalism:

• Maintain confidentiality in all aspects of work.
• Build and maintain positive relationships with internal and external stakeholders.
• Ensure high standards of professionalism, discretion, and integrity at all times.

Skills & Experience:

• Proven experience as a PA or in a similar role, supporting senior leadership individuals.
• Exceptional organisational and time-management skills.
• Excellent verbal and written communication abilities.
• High level of proficiency with office software (e.g., Microsoft Office) and digital tools, especially Excel.
• Strong attention to detail and the ability to handle multiple tasks efficiently.
• Ability to manage and prioritise tasks in a fast-paced environment.
• Discretion and ability to handle confidential information with integrity.
• Strong interpersonal skills with a positive, "can-do" attitude.
• Flexibility and adaptability to changing schedules and priorities.
• Professional demeanor, with an ability to work independently and as part of a team.