Overview
Job Title: PA - Programme Controls
Location: Suffolk (Hybrid Working Available)
Start date: ASAP
Job Purpose
To provide high-level Personal Assistant and administrative support to senior leaders within Programme Controls, ensuring efficient coordination of diaries, meetings, documentation, and communication across the function. The role supports smooth day-to-day operations within a fast-paced project and programme environment.
Key Responsibilities
* Provide professional, accurate, and reliable PA and administrative support
* Support wider business unit with general administration tasks as required
* Coordinate and support team assistants to ensure efficient admin coverage
* Manage complex diaries, schedules, and itineraries
* Organise travel, accommodation, hospitality, and meeting logistics
* Prepare weekly meeting packs, agendas, and supporting documentation
* Attend meetings, take accurate minutes, and track actions
* Maintain and update contact lists, records, and filing systems
* Ensure documents are correctly stored, organised, and accessible
* Liaise with internal and external stakeholders across multiple locations
* Produce reports, presentations, and business documentation using Microsoft Office and other IT systems
* Maintain accurate data records and ensure information is up to date
* Process purchase orders and support invoice tracking in line with finance procedures
* Maintain local cost records and support financial administration
* Provide office services including reprographics, binding, and document preparation
* Respond to telephone and email enquiries in a professional and timely manner
* Keep team members informed when out of office and escalate issues where necessary
* Maintain confidentiality and handle sensitive information appropriately
* Maintain training and induction logs and liaise with HR where required
Essential Skills & Experience
* Previous experience in a PA, team assistant, or administrative support role
* Strong organisational and time-management skills
* Ability to work independently and proactively
* Excellent written and verbal communication skills
* High level of accuracy and attention to detail
* Ability to manage multiple priorities in a fast-paced environment
* Strong interpersonal skills with ability to engage stakeholders at all levels
* Competent in Microsoft Office (Word, Excel, PowerPoint) and Outlook
* Experience producing professional documents, reports, and presentations
* Ability to handle confidential and sensitive information with discretion
* Ability to adapt to new systems and changing processes
Desirable Skills
* Experience within a PMO, programme, or project controls environment
* Experience using document management or collaboration systems (e.g., Business Collaborator)
* Knowledge of financial admin processes such as invoicing and purchase orders
* French language skills (written and spoken) beneficial due to stakeholder interaction
Key Behaviours
* Professional, reliable, and discreet
* Highly organised and methodical
* Flexible and adaptable to changing priorities
* Strong team player with a collaborative approach
* Proactive and solutions-focused attitude
Rullion celebrates and supports diversity and is committed to ensuring equal opportunities for both employees and applicants
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