PA to Directors 

Downing has been operating for 30 years, across three successful divisions: mixed use development, property management, and construction and an award winning, leading provider of innovative, high quality student accommodation across the UK.

 

The business is currently in a rapid period of expansion and its holistic approach is the key to our sustainability. We maintain a thriving investment portfolio and are continuing to grow as a major force in the property industry throughout the UK.

 

Duties and responsibilities:

 

  • Act as support to the Chairman and two CEO’s in respect of business administration, personal administration and ad hoc support
  • Arranging/co-ordinating meetings and schedules for the two CEO’s
  • Access the email accounts of the Chairman to schedule his appointments and answer or redirect routine enquiries from internal or external sources
  • Arranging domestic and international travel, visas, accommodation and itineraries to support the Directors
  • Coordinates internal and external meetings / conferences so that they run smoothly, including scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available and providing IT support as required
  • Arranging travel/rail tickets for senior members of staff
  • Meeting and greeting visitors at all levels of seniority
  • Handling and processing documents and reports for the board meetings
  • Liaising with clients, suppliers and other staff
  • Fielding and dealing with telephone enquiries in a professional manner, taking messages, and referring calls where appropriate
  • Dealing with incoming email, faxes and post and supporting company info email account re-direction as required
  • Arranging personal / out of hours appointments and deal with personal matters as directed
  • Supporting projects, providing administration support and progressing actions where relevant
  • Offering support to other areas in the office as and when required
  • Carry out any other duties that are reasonably asked of you

 

 

Skills, Experience and Attributes

 

  • Previous experience as a Personal Assistant, working up to Executive/CEO level with discretion and confidentiality
  • An excellent eye for detail with a concern for quality and accuracy
  • A focused client service approach
  • A team player with a ‘can do’ and flexible approach
  • Excellent communication and interpersonal skills
  • Good organisational and time management skills
  • Proficiency in Outlook (particularly diary and meeting management), Word, Excel and PowerPoint are essential
  • Continually demonstrates innovative approach and ability to “add value” to tasks
  • Confidence and experience of arranging international travel
  • Experience of prioritising work and managing time effectively
  • Ability to work under own initiative and without supervision
  • Proactive and willing to support other areas of the team when necessary

 

 

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