Job Specification

Position - Personal Assistant
Reporting to – UK Managing Director
The Company – Fleet Retail Group Limited
Purpose of Role – To provide an effective personal assistant, Secretarial and administrative service to the Managing Director.

Key Responsibilities
• To maximise the Managing Directors efficient use of time by dealing personally with agreed aspects of his daily workload and proactively seeking improvements in this respect.
• Provide administrative support to the wider UK & French business, covering both office and field-based staff.
• To provide effective secretarial and administrative support across the wider group to other Directors, Managers and colleagues as required.
• To manage projects delegated by the directors from time-to-time.

Key Tasks, but not limited to
Specific MD Support
• Help organise MD’s diary and manage workload
• Review and manage MD’s e-mails as appropriate
• Open the MD’s post and handle pro-actively as much as possible
• Preparation of MD’s monthly expenses
• Take on specific tasks as directed by the MD
Travel
• Book UK and international travel and hotels for MD, management and sales
• Assist overseas visitors and travel and hotel arrangements
People
• Assist in organising training for UK staff
• Manage team’s sickness and holiday chart
• Organise team building / social events for the team

Meetings
• Organise UK meetings and telephone conference calls
• Organise refreshments / lunch for UK meetings if required
• Minute-taking in UK Management Meetings and other meetings as required
Other Responsibilities
• Maintenance and management of company car records
• Appointed fire Marshall for UK office
• Provide back-up to colleagues, including answering the telephone and dealing with customer queries etc
• Conduct banking duties in support of UK Finance team when required 
Person Specification
Essential Education and Training
• Educated to A level or equivalent
• High Standard of numeracy and literacy
• Minimum grade C GCSE’s in maths and English
• Practical on the job business skills
• Fluent with essential IT software; Word, Excel, PowerPoint etc
• Minimum 65 wpm typing speed
Desirable
• English and maths A level
• Professional Secretarial training
• Administration Diploma (IAM)
• European Language
• 80 wpm typing

• Experience and Skills
• Proven track record in secretarial skills, including use of shorthand
• Proven track record in PA role
• Proficient in taking and proceeding orders
• Database management
• Staff recruitment and training
• Event organising
• Efficient and confidential processing of all Director level correspondence and other paperwork
• Multi-tasking capability
• Proficient project Management
• Innate time Manager
• Team working, co-ordinating activities with other staff
• Commercial negotiation skills
Personality and Motivation
• Self-assured and confident when dealing with customers, sales and marketing personnel and management
• Innate team player
• Determination to follow through with personal team goals
• Administratively sound and highly organised
• Thirst for learning
• Natural respect for company and colleagues
• Flexibility to work beyond business hours if necessary

Interpersonal Skills
• Intuitively supportive of staff under supervision
• Influential skills to achieve positive results
• Diplomatic, tactful with high level of discretion

Communication & Language Skills
• Effective oral and written communicator
• Excellent Grammar and Punctuation
• Ability to deal effectively with enquiries by telephone
 
Benefits that come along with being a PA
• Permanent full-time position with competitive salary dependent on experience
• Working hours Monday – Friday 8.00am to 3pm
• 23 days Holiday + Bank Holidays
• Personal growth, training & development within a growing business

If you have the required skills and experience, please email your CV with a covering letter explaining why you think you would be a good fit to the roll and explain what you can bring into the role.