Personal/Facilities Assistant

Who are we?

We are New Directions, a group of companies that provide UK wide services (including recruitment, training, care provision and other support services) within a variety of sectors, from a network of offices across the UK.

Voted Best Employer - Cardiff Life Awards 2024

Job Purpose:

An exciting opportunity to provide comprehensive administrative and personal assistance to members of the SMT and support the Facilities department. The role requires a combination of creativity, confidence and communication skills, as you will be required to organise and manage events, projects and tasks to a high standard. Excellent written and verbal communication skills are vital for success whether this is writing first stage content, reporting for our eco committee or emailing actions from meetings.

Main Duties:

• Implementing and maintaining effective systems to ensure high-level administrative support for the SMT is consistently provided.
• Supporting the SMT with any personal assistance which may be required.
• Supporting the Group Head of Facilities with any administrative requirements, project work and adhoc duties.
• Managing diaries, appointments, calendars, and events.
• Arranging hospitality requirements for SMT meetings.
• Assisting the SMT with coordinating and managing Group based projects, problem solving tasks and monitoring communications, (including drafting and producing letters, spreadsheets, reports, presentations, speeches, and communications).
• Handling enquires in a professional and appropriate manner.
• Arranging meetings and managing visitors for the SMT, including coordinating logistics and documentation.
• Following specific instructions to complete associated tasks to required standards.
• Reviewing, collating, distributing, and analysing reports for business meetings
• Arranging travel, transport and accommodation for the SMT.
• Assisting the SMT with arranging meetings, including producing and circulating agendas, and attending meetings and taking minutes for subsequent distribution.
• Tracking outstanding actions, tasks and information requests within given deadlines; chasing responses and providing updates.
• Managing financial tasks, dealing with invoices, purchase orders and expense claims for SMT
• Liaising with internal and external stakeholders and personal contacts.
• Organising and maintain effective filing systems.

• Managing the administration of any SMT documentation and ensuring its validity (e.g., MOTs, insurances, passport, driving licence etc).
• Assisting the wider Facilities function, including Reception cover.
• Managing the fleet of executive vehicles.
• Participate in the Company’s Eco-Committee and conduct environmental and sustainability research
• Assist with our rented office space;
• Responsible for the Central Reserve for all Company data.
• Assisting in the organisation of internal and external events.
• Liaising with contractors to ensure relevant information is received and collated (e.g. liability insurance / NDA’s etc).
• Travel to other business sites across the UK as required
• Required to be based at and work from the Cardiff office full time (5 days per week).

Qualifications:

• Educated to degree level, NVQ Business Administration or equivalent
• Valid Full UK Driver’s License

Skills and experience:

• Significant experience in executive assistant or personal assistant role(s)
• Excellent administration skills; ability to minute take
• Professional image and appearance: demonstrates professional behaviours
• Excellent standards of accuracy, consistency, attention to detail
• Exceptional oral and written communication skills, and accurate proofing and editing
• Excellent project management skills
• Adaptable to changing demands
• Discretion, tact, diplomacy and confidentiality
• Honesty, trustworthiness and reliability
• Excellent organisational and time management skills, with the ability to multitask, and manage conflicting priorities
• Capable of self-auditing own work
• The ability to use own initiative, judgement and be pro-active
• The ability to research, digest, analyse and present material clearly and concisely
• The ability to work under pressure to strict deadlines
• The ability to accept constructive feedback, and make improvements as required
• An outstanding level of interpersonal, networking, and relationship management skills
• Ability to learn about an individual’s preferences and styles, and ensure these are met

Personal Qualities:

Must like dogs,Confident, Accountable, Resilient, Attentive, Intuitive, Positive, Approachable,