Personal Assistant

Our client is a leading organisation at the heart of the UK’s Film, TV, VFX, animation, and games sectors.The Personal Assistant role is pivotal and will provide the highest standard of administrative support and personal assistance to the Chief Executive Officer (CEO). The Personal Assistant will provide excellent and pro-active inbox and diary management whilst responding proactively to a range of organisational activities. To provide the highest standard of confidential PA duties, administrative and project support to the CEO, Interim Finance Director and Interim Chief Operating Officer (COO) where needed to enable the smooth and effective running of the organisation. Key responsibilities:• An effective communicator with an understanding of the CEO/Director’s role, the PA will act as the first point of contact handling some complex and confidential situations.• Provide secretarial and administrative assistance to the CEO and Interim Finance Director• Take accurate and comprehensive minutes during Board and Finance & Audit (F&A) meetings, ensuring timely distribution and proper record-keeping.• Act as the key point of enquiry and contact for the Senior Management Team, ensuring that all enquiries are handled promptly.• Proactively manage busy and often conflicting diaries, and deal with competing demands including: prioritising, coordinating, scheduling and cancelling meetings.• Provide email management with the ability to proactively draft and reply to emails on behalf of the CEO.• Establish and maintain efficient and transparent systems e.g. filing, archiving, ensuring that information is easily accessible and well organised both online/on drives and in paper format.• Maintain a comprehensive bring-forward system to ensure that items are followed up on the relevant dates.• Produce high quality word, excel and PowerPoint documents including reports, general correspondence and presentation materials.• Support the maintenance of Company Secretary records and support Governance activities.• Ad-hoc support to members of the Executive Team• Organise, plan preparation sessions, prepare documents, including referenced meeting packs (production and printing of agendas and papers) prior to key meetings involving the CEO• Undertake discrete small-scale projects as requested.• Handle CEO expenses; including reconciling receipts and submitting claims.• Organise CEO travel and accommodation providing clear itineraries according to company policy and spend limits.• Be part of the wider Business Support team to ensure the smooth and effective running of the team and its outputs• Assist with other Business Support projects as and when appropriate, e.g. Team social events, ordering food and drink, hiring external spaces for events as and when needed.• Act as one of the main points of contact including meeting and greeting visitors, sorting mail, managing mailboxes and any other reasonable duties as requested.• Contribute to general office support and the smooth running of the office operations, alongside the Operations Coordinator.• Support all arrangements for bi-annual (Summer & Winter) staff social events and staff awards• Arranging couriers and transportation (i.e. taxis & Ubers) for staff for eventsEssential skills and experiences: • Proven organisational skills• Proven experience working in a similar PA/EA role and supporting at least one Executive Level Director with the ability to exercise initiative and good judgement• Proactively manage multiple tasks and stakeholders including external board members• Extensive diary and email management experience using the full range of Outlook functionalityAbility to develop strong working relationships with stakeholders at all levels of the organisation• Understanding of the need to handle confidential information with discretion and sensitivity’• Excellent attention to detail in terms of visuals and content; proofreading documents and presentations for distribution on behalf of the CEO is required regularly.• Event coordination experience, including organising meetings, and internal and external events, ensuring all logistics run smoothly.