Location: Orsett Hours: 8am to 5pm Monday to Friday in the office
Salary: Competitive (DOE)
Objective: The Business Personal Assistant will serve as a pivotal organ in the daily operations of Joseph Gallagher Limited, facilitating seamless administrative functions and providing comprehensive support to the Company and Directors. This role demands a high level of discretion, organisational acumen, and proactive management of office operations to ensure effective execution of business activities.
Key Responsibilities:
* Provide executive support to the Leadership team, including managing calendars, coordinating meetings, and handling confidential communications.
* Oversee and optimise office operations, including equipment maintenance, booking contractors for repairs or remedial work and liaison with all departments for cross-functional support.
* Coordinate logistics for board meetings and corporate events, ensuring meticulous planning and execution.
* Serve as the primary point of contact for internal and external stakeholders on matters pertaining to office management and directorial support.
* Manage document flow, including filing, tracking, and archiving, ensuring compliance with company policies and legal requirements.
* Assist in preparing reports, presentations, and insurance documentation, ensuring accuracy and timeliness in all communications.
* Booking all accommodation and travel for the company in a timely, cost-efficient manner.
* Managing the company’s archiving and completing all layers of tasks to ensure it is complaint and destroyed legally whilst be catalogued for retrievable access.
* Dealing with all post, parcels and documentation.
* Being the central point for ensuring all other company offices are complaint and follow the same processes and information.
* Oversee the day-to-day operations of the office, ensuring it runs efficiently and effectively.
* Maintain office supplies and equipment, and coordinate their replenishment as needed.
* Manage office spaces, ensuring a clean, organised, and conducive work environment for employees.
* Check biometric entry/exit records weekly and highlight to department heads any issues.
* Issue HO Building access FOBs for new employees – as directed.
* Reception contact for phone calls, general queries, etc.
* Opening and distributing incoming mail.
* Posting outgoing mail.
* Update telephone list send out monthly.
* All new JGL email addresses added to the email group (check and advise IT) at end of month.
* Board room bookings (on Teams).
* Car registration log be kept up to date.
* Event lunches.
Skills and Qualifications:
* Proven experience in administrative roles with direct executive support responsibilities.
* Excellent organisational and leadership skills, with an ability to prioritise tasks and delegate when appropriate.
* Strong communication and interpersonal skills, capable of maintaining strong relationships both internally and externally.
* Proficient in Microsoft Office Suite and familiar with other administrative software especially Excel good level knowledge.
* Discretion and confidentiality of the highest degree.
Education and Experience:
* Bachelor’s degree in Business Administration, Management, or a related field.
* Significant experience in an administrative or executive assistant role, preferably within the construction or engineering sector.
Company Background
The Joseph Gallagher Group is a family owned Civil Engineeringbusiness that delivers expertise whilst putting client satisfaction at the core of the business. Built on a personal reputation for honesty and quality, we understand the actions we take affect the communities and environments we operate in.
LIFE Culture
We're promoting a culture change within the industry and demonstrating initiatives to dramatically improve Health, Safety and Wellbeing. In 2014, we launched our award-winning cultural safety programme (LIFE) which is deeply embedded into the company’s DNA and core values.
Disability Confident Committed
We area disability confident employer and we'recommitted to providing equal opportunities in employment. All individuals will be treated in a fair and equal manner and in accordance with the law regardless of gender, marital status, race, religion, colour, age, disability or sexual orientation.
Reasonable Adjustments
We want to make our recruitment processes accessible to everyone, so if there is any way that we can support you to enable you to be the best you can, please contact the HR team at HR@josephgallagher.co.uk.
#J-18808-Ljbffr