personal assistant to the chairman
Integrated Petrleum Services
Total years of experience :18 years, 3 Months
deputising for the manager, making decisions and delegating work to others in the manager's absence;
devising and maintaining office systems, including data management and filing;
arranging travel and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
screening telephone calls, enquiries and requests, and handling them when appropriate;
meeting and greeting visitors at all levels of seniority;
organizing and maintaining diaries and making appointments;
dealing with incoming email, faxes and post, often corresponding on behalf of their manager;
taking dictation and minutes;
carrying out background research and presenting findings;
producing documents, briefing papers, reports and presentations;
organizing and attending meetings and ensuring their manager is well-prepared for meetings;
liaising with clients, suppliers and other staff.
carrying out specific projects and research;
responsibility for accounts and budgets;
taking on some of the manager's responsibilities and working more closely with management;
being involved in decision-making processes.
meeting and liaising with clients to discuss and identify their advertising requirements;
working with agency colleagues to devise an advertising campaign that meets the client’s brief and budget;
presenting, alongside agency colleagues - particularly the account manager, the campaign ideas and budget to the client;
working with the account manager to brief media, creative and research staff, and assisting with the formulation of marketing strategies;
liaising with, and acting as the link between, the client and advertising agency by maintaining regular contact with both, ensuring that communication flows effectively;
negotiating with clients and agency staff about the details of campaigns;
presenting creative work to clients for approval or modification;
handling budgets, managing campaign costs and invoicing clients;
writing client reports;
monitoring the effectiveness of campaigns;
undertaking administration tasks;
arranging and attending meetings;
making ‘pitches’, along with other agency staff, to try to win new business for the agency.
using a range of office software, including email, spreadsheets and databases;
managing filing systems;
developing and implementing new administrative systems, such as record management;
recording office expenditure and managing the budget;
organising the office layout and maintaining supplies of stationery and equipment;
maintaining the condition of the office and arranging for necessary repairs;
organising and chairing meetings with your staff - in lower paid roles this may include typing the agenda and taking minutes, but senior managers usually have an administrative assistant to do this;
overseeing the recruitment of new staff, sometimes including training and induction;
ensuring adequate staff levels to cover for absences and peaks in workload, often by using temping agencies;
carrying out staff appraisals, managing performance and disciplining staff;
delegating work to staff and managing their workload and output;
promoting staff development and training;
implementing and promoting equality and diversity policy;
writing reports for senior management and delivering presentations;
responding to customer enquiries and complaints;
reviewing and updating health and safety policies and ensuring they are observed;
arranging regular testing for electrical equipment and safety devices;
attending conferences and training.