Personal Assistant - Construction in KT15, Addlestone, Surrey

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Accountabilities & Key Tasks



* Key accountability to the Director and their line management



* Liaison with external contacts including existing and potential clients, suppliers, project partners, advisers, and Government departments in both administrative and management roles



* Liaison with internal contacts across VSL International and the Bouygues Group at all levels



* Diary management of internal and external meetings, telephone, and video conferences for the Director



* Managing meeting preparations for the Director



* Co-ordinate pre-meeting documentation and agendas, ensuring the purpose of meetings arranged by the Director is clearly communicated



* For meetings arranged by the Director, order and prepare working lunches, prepare drinks and other refreshments



* Ensure visitors are assisted while on our premises



* Attending meetings to take and issue minutes as required



* Assist in the completion of his meeting preparations and actions, initiating and co-ordinating feedback from colleagues



* For Commercial and Operations PAs only: Request and arrange project meetings in line with Project Validation Procedure



* 'Gatekeeping’ of telephone calls and enquiries, responding and delegating to team members where appropriate



* Reading of all post and email correspondence to the Director, responding and delegating to team members where appropriate



* Preparation of presentations, letters, reports, and other communications, including sourcing of information for where applicable, and proof reading of documents



* Initiate detailed travel requests, using own initiative to arrange more detailed aspects of travel arrangements and provide detailed travel information packs



* Assist in managing their own workload, helping them to organise and manage their time and providing support for tasks as directed



* Project work as delegated by the Director, e.g. investigating issues and recommending actions, sourcing information and preparing reports



* Direct liaison with other Group companies to fully co-ordinate and manage Group client visits



* Proactive support in the preparation and maintenance of Management Systems documentation for which the Director is directly responsible



* Administer payments for goods and services as required, and administer the Director’s personal expenses claims



* Work with other colleagues as directed in the organisation of company and team events

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