Personal Assistant - Gibraltar

Personal Assistant - Gibraltar

About The Role

Role Purpose    

The PA will be responsible for supporting the Executive team with the day to day running of the leadership function, providing a comprehensive, confidential and professional secretarial service to nominated Executive Directors and the senior management team.

The PA will report directly to the Senior Executive PA, helping to support with the organisation of numerous Executive Directors across the business, helping to drive an overall efficient service.

Key Responsibilities

Provide comprehensive secretarial support to the selected Executive team members and senior management whilstmaintaining confidentiality at all times with regard to business, customer and personal data

Produce letters, reports, presentations and e-mails as required by management. These will either be created on your own initiative or templates will be provided for adaptation

Work to ensure that material for meetings, such as meeting packs, are created and distributed in a timely manner to all designated parties, following up on documents that are to be included in the packs

When arranging meetings, you will work with the organiser to coordinate meeting invites and confirm attendance for those invited

Set up conference calls, video conference calls, meetings and events as required by management and circulate details to attendees

Process expense claims for the senior management team in a timely manner, using the online expenses system

Provide a single point of contact for information and data requests, providing the information directly to the individual requesting the information or sending on as requested by the individual

Manage and organise the diaries of the senior management team, prioritising meetings as and when necessary and acting as a point of control for unsolicited meeting requests

Arrange all relevant travel and accommodation via the company travel system for the Directors and keep a detailed record of the costs and dates for reporting to the UK offices on a monthly basis

Arrange meeting facilities for Directors either within the offices or using external providers, in the UK, Gibraltar and any other location the Directors may be visiting

Plan, organise and attend functions and conferences arranged by the senior management team, working with third party providers to ensure the facilities provided are as requested. In addition you will monitor budget spend against the set company budget to ensure this is not exceeded. If the budget is reaching its limits, you will let the Director know so they may take appropriate action

Undertake ad hoc duties for the Directors as and when required

Work with the Office and Facilities Manager, as and when required, with all facilities based projects, including office moves, new starter requests and organisation of the cleaners

Monitor catering requests for the senior management team, working with external providers to ensure requests are met, whilst ensuring the management team have authorisation for the spend

Support the HR department in managing relocation for all new senior hires, including residency arrangements and induction, ensuring a smooth transition and on boarding process

Qualifications and Educational Requirements

• Good general education

Specialist Skills and Experience Required

Previous experience working in a similar role within a corporate environment

Good IT skills including strong experience of MS Office, with the ability to learn new systems and process quickly

Excellent administrative skills

Strong communication and organisation skills

Detail focused

Ability to manage multiple streams of work and prioritise workload effectively

Professional, confident, credible and enthusiastic team player with a flexible, can do attitude

Ability to work independently or as part of a team

Strong numeracy skills

Experience working with a wide range of internal and external customers

 Results and service focused

Previous experience working to deliver creative ideas and projects for management

High energy, tenacious with a passion to deliver

 Thrive in an ever changing environment that offers flexibility and autonomy

Experience of working within a fast-paced, ever-changing environment

Previous experience working within the gaming industry is preferred but not essential