Executive Assistant / Personal Assistant to the Director

About the role

This is an Executive Assistant / Personal Assistant position supporting the Director of a trades training and education organisation. This is not simply an administrative support position. The successful applicant will work closely with the Director across a broad range of business, administrative and operational matters, managing correspondence, following up outstanding matters, coordinating tasks and assisting the Director to remain across competing priorities. The role will evolve depending on the capability of the successful applicant, with an opportunity to take responsibility for increasingly complex matters.

Key responsibilities

• Reviewing and managing incoming emails and correspondence on behalf of the Director

• Drafting professional email responses that accurately reflect the circumstances, background and intended position of the organisation

• Identifying correspondence that may involve contractual, regulatory, employment, consumer, compliance or other legal considerations and ensuring these matters are appropriately researched or escalated before a response is issued

• Gathering information from staff, records and previous correspondence before preparing responses

• Following up staff, suppliers, contractors, students and other parties regarding outstanding actions

• Maintaining a clear record of matters requiring follow-up and ensuring tasks are progressed through to completion

• Preparing letters, reports, meeting notes and other business correspondence

• Assisting with complaints, enquiries and other sensitive communications

• Reviewing documents and correspondence for accuracy, consistency and professionalism

• Coordinating appointments, meetings, deadlines and priorities for the Director

About you

• Exceptional written English and professional business writing skills

• Intelligent, resourceful and able to quickly understand unfamiliar matters

• Able to distinguish important issues from routine correspondence

• Strong attention to detail

• Can communicate confidently and professionally with a wide range of people

• Comfortable drafting correspondence involving sensitive or potentially contentious matters

• Understands that legal, regulatory or contractual issues sometimes require caution and escalation rather than an immediate response

• Can research a matter, consider the available information and prepare a logical response or recommendation

• Takes ownership of tasks and follows them through without requiring continual reminders

• Can manage multiple matters at the same time and prioritise appropriately