Job Description
PA to Chairman
Job Title: PA to Chairman
Reports To: Chairman
Hours of Work: 9:00 a.m. – 5:30 p.m., Monday to Friday (5 Days)
Purpose of the role:
To provide full administrative and secretarial support at senior level to the Chairman to ensure the smooth management of his day‑to‑day professional and personal affairs and most effective use of his time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate, especially in the Chairman’s absence.
Main duties and responsibilities:
Manage Chairman's electronic diary/calendar, assessing priority of appointments and reallocating as necessary
Process Chairman's correspondence ensuring that incoming correspondence is dealt with by Chairman or on his behalf
Maintain Chairman's office systems, including data management and filing
Maintain records of Chairman's contacts
Screen calls, enquiries and requests, and deal with them when appropriate
Assist Chairman in researching and following up with action on matters which fall within the Chairman's responsibility — chasing responses, triggering follow‑up action
Produce documents, briefing papers and reports for the Chairman
Audio typing
Organise meetings and ensure that the Chairman is well prepared for those meetings, including preparing agendas, pre‑meeting briefings, and meeting papers
Meet and greet visitors at all levels of seniority
Supervise all incoming/outgoing mail
Any other duties as may reasonably be required by the Chairman
Arranging appointments for Chairman's family, both professional and personal
Managing Chairman's personal UK bank accounts and overseas currency accounts
Liaising with Spanish lawyer and collating/providing information for Spanish tax returns
Liaising with investment fund managers for up‑to‑date information on Chairman's investments and share portfolio
Managing household staff and dealing with their immigration affairs, including visas, indefinite leave to remain, and citizenship applications
Running personal and professional errands for the Chairman as necessary
Overseeing Customer Service Coordinator
Fulfilling HR role: preparation of employment contracts, staff handbook, and associated correspondence
Administering company pension scheme
Administering and keeping staff holiday records
Administering and processing monthly staff payroll
Maintaining personnel records
Organising Employer's Liability Insurance
Administering the company's mobile phone account
Administering Chairman's Private Medical Insurance and processing PMI claims for Chairman and family
Managing Chairman's personal property portfolio, UK and overseas
Skills, Knowledge & Experience
Experienced Personal Assistant at senior management level
Exceptional interpersonal and communication skills to enable professional interaction with a wide range of contacts; ability to communicate at all levels
Ability to organise, prioritise and plan own work
Excellent attention to detail with ability to maintain a high level of accuracy
A flexible, proactive approach to work, including the ability to prioritise and re‑prioritise
Ability to work on own initiative
Ability to deal with sensitive information with discretion and maintain confidentiality
Excellent IT skills
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