We are looking to recruit 2 highly organised, professional and proactive Personal Assistants to provide confidential, high-quality administrative, secretarial and PA support to Directors within our Environment & Communities Department.
These are key roles within our Executive Support function, helping senior leaders work effectively and ensuring the smooth day-to-day running of the department and wider Council. You will work as part of a collaborative team supporting multiple Directors, with responsibility for diary and inbox management, meeting coordination, correspondence, and a wide range of business support tasks.
What you’ll be doing
As a Personal Assistant, you will provide comprehensive support across a varied and fast-paced workload, including:
1. Managing Directors’ diaries, arranging meetings and making adjustments as priorities change
2. Reviewing and managing correspondence (email and post), highlighting urgent matters and coordinating responses
3. Handling telephone enquiries professionally, resolving issues or redirecting as appropriate
4. Organising meetings, briefings and travel arrangements
5. Preparing agendas, collating papers and background information
6. Taking accurate minutes and monitoring actions to completion
7. Supporting Cabinet Member meetings and management team meetings
8. Dealing with member enquiries, and helping to track responses to MEQs, complaints and FOIs within deadlines
9. Maintaining key records and logs (including sickness absence, planned leave, recruitment forms and other departmental information)
10. Processing expense claims and supporting performance appraisal scheduling
11. Providing cover for other Personal Assistants and supporting wider Executive Support activity as required
12. Maintaining strict confidentiality at all times.
About you
We are looking for people with strong PA experience and excellent organisational skills, who are confident working with senior managers and able to manage competing priorities.
Essential
You will need to demonstrate:
13. Proven experience working as a Personal Assistant at senior management level, including managing multiple inboxes/diaries
14. Strong planning, organisation and prioritisation skills, with the ability to meet deadlines
15. The ability to use initiative and resolve problems promptly
16. Clear, effective and professional communication skills, with the ability to build networks across the Council and externally
17. Experience of dealing with enquiries from the public and external organisations in a helpful and professional manner
18. Knowledge of a wide range of IT packages, including Word, Excel, Teams & Outlook
19. As this role involves regular communication with members of the public, the ability to converse at ease with customers and provide advice in accurate spoken English, and to do so politely and courteously.
Desirable
20. Experience of taking and producing accurate minutes of meetings.