PA Project Support

We are looking for an experience PA to support a team of Directors working on a nuclear new build project.
This is a contract role to run for 6 months. The office location is London. 3 days in the office and 2 days working from home.

The job holder will provide PA and project support to the assigned Programme Director(s).

Principal Accountabilities
• Provide a professional, accurate and reliable PA and administration support service– along with admin assistance to the extended business unit as required.
• To work with/manage team assistants to ensure a professional and efficient admin support team for the Engineering and Quality departments
• Diary and itinerary management, preparation of weekly meeting packs
• Updating and ensuring all contact lists are current
• Document management/organisation and filing
• Record and produce minutes for key business meetings
• Effectively use appropriate IT systems to facilitate the preparation of reports, statistics, presentations and other information for the portfolio.
• Maintain data/records so that information is readily available and easily accessible
• Provide office services such as reprographics, binding etc
• Arrange meetings and co-ordinate the booking of rooms, arrange travel, accommodation, pool/hire vehicles and hospitality as required
• Administer the ordering and payment of goods and services utilising the recognised IT system
• Liaise with Finance to ensure invoices paid etc and maintain (local) cost record
• Maintain confidentiality of all information
• Keep in touch with the team members when they are out of the office and report issues/ take actions for response
• Respond to phone/email enquiries to/ from wide range of external parties etc
• Prepare letters, documents, ensure reports are well presented
• Keep up to date training/induction logs on all team members and liaise with HR
• Managing the onboarding process for new starters into the team – ordering equipment and obtaining system access as required

Knowledge, Skills, Qualifications, Experience
• Good organisational skills (flexible/organised/methodical)
• Ability to work independently and be proactive
• Excellent communication/interpersonal skills notably with various levels of the organisation and externally
• The ability to work as an integral part of a team contributing to team success, communications and a positive working environment
• Flexible approach with the ability to multi-task and work on own initiative
• Previous team support experience
• Discretion - confidentiality when dealing with sensitive information
• Attention to detail
• General administrative/secretarial knowledge producing professional work as well as ability to adapt to new and changing systems (and possibly creating systems)
• Use of Outlook or similar diary/email application Microsoft Office – Word, Excel, Power Point
• Working knowledge of SAP and ability to raise requisitions, desirable
• Previous experience in the energy industry desirable

The role falls inside IR35.

Closing date 22.11.24