Personal Assistant

Posted 28 November 2023
Salary Negotiable
Job type Contract
DisciplineOil and Gas Recruitment
Contact NameLouis Falconer-Flavin

Job description

We have a current opportunity for a Personal Assistant on a temp to perm basis. The position will be based in Sutton with an international EPC company. This client is an industry leader in the provision of offshore engineering solutions.

Working as part of a small team, the purpose of this role is to provide confidential personal assistant support to assigned members of the Senior Management team. Due to the nature of this role, the client requires someone experienced in handling sensitive information in a confidential and discrete manner.

Maintenance of diaries, including extensive organisation of both internal and external meetings.
Extensive arrangement of UK and worldwide travel, transportation and accommodation as required. This includes arrangement of appropriate visas and any medical requirements for travel, along with completion of expense claims for managers.
Preparation of confidential documentation, letters, presentations and spreadsheets.
Use of Outlook for internal correspondence and for communication with outside organisations. Dealing with incoming and outgoing email correspondence.
Answering, screening, and dealing with telephone calls. This will involve extensive liaison with senior managers, team members and outside parties. A friendly telephone manner is essential. Greeting of visitors is also necessary as and when required.
Dealing with day-to-day requirements during the absence of the managers, including email management when required.
Organisation and coordination of both in-house and offsite events from concept to completion, such as private dining, team dinners, workshops, seminars, Microsoft Teams Live events, external conferences.
This also includes management of event logistics such as airport transfers for global travellers, group hotel bookings, catering and dietary requirements, meeting room bookings and external team building.
Build and maintain effective working relationships with key stakeholders. Working closely with Global Travel Manager, ATPI Travel, Facilities, Lexington Catering and external stakeholders.
Assisting managers with invoice and purchase requisition approvals in SAP, as well as setting up Purchase Orders as and when required. Ensuring all vendors are set up with SCM and completing all necessary documentation required.
Completion of timesheets in SAP for managers, in line with local requirements.
Use of in-house systems such as SharePoint.
Ordering of business cards for managers when required
Ensuring organisation charts are updated, using PowerPoint and Visio.
Maintenance of internal SharePoint sites.
General office duties including photocopying and shredding of confidential information as and when required.
Assistance with holiday cover while other members of the team are on vacation.
Ensuring adherence with relevant document standards as laid down in the Company Management System.

Key secretarial skills at a senior level within an international organisation
Advanced written and oral communication skills
Self-motivated and highly organised professional with enhanced project management skills
Enthusiastic, personality with great attention to detail
First class organisational and confidentiality skills
Good IT literacy is essential for Microsoft 365; Outlook, Word, PowerPoint, Excel and Teams
Motivated and progressive individual with willingness to adapt and use own initiative
Proficient in multi-tasking and prioritisation, handling short term deadlines and conflicting priorities
Hands on approach is required, as role holder needs to be able to take initiative and flag issues before they arise will be required to build good working networks with all interfaces
Ability to work as part of a hardworking and dedicated team

Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.