Job Description

Personal Assistant

9 Months (Maternity Leave Cover)

Warwick (Hybrid working)

Are you an organized and proactive individual with a passion for administrative excellence? Our client is seeking a dynamic Personal Assistant to support the Head of RESP and the RESP hub leadership team. This is a fantastic opportunity to play a vital role in an energetic environment where your contributions will make a real impact!

Key Responsibilities:

As the Personal Assistant, you will be the backbone of our operations, providing essential administrative support. Your responsibilities will include:

Diary Management: Oversee the Head of RESP's busy schedule, organizing meetings with internal and external stakeholders and coordinating RESP team calls.

Event Coordination: Plan and execute biannual team meetings, hub meetings, and the RESP Christmas party, including venue and accommodation arrangements.

Leadership Meetings: Organize monthly RESP leadership meetings, managing room bookings, agendas, minutes, and action tracking.

CRM Management: Update the CRM for the Head of RESP to ensure all information is current and accessible.

Onboarding: Lead the onboarding process for new starters, ensuring a smooth and consistent experience while collaborating with other teams to resolve any issues.

Workshop Support: Assist with external workshops, capturing outputs and facilitating successful outcomes.

Calendar Management: Maintain the RESP team calendar, identifying and resolving scheduling conflicts proactively.

Financial Processes: Handle purchase order and invoice processing, as well as expenses and annual leave approvals for the Head of RESP.

Networking: Build strong relationships with other team coordinators to share best practices and ensure coverage during absences.

What We're Looking For:

To thrive in this role, you should possess the following skills and experience:

Proven experience managing a dynamic diary and working with various internal and external contacts.

Exceptional organizational skills with the ability to liaise effectively with stakeholders at all levels.

Strong time management skills, with a knack for prioritizing tasks in a fast-paced environment.

Flexibility to adapt to changing priorities and a resilient approach to challenges.

Excellent relationship-building abilities, both internally and externally.

Strong communication skills to convey information clearly and effectively.

Proficiency in Microsoft Office and Outlook is essential; experience with SharePoint and CRM is a plus.

Please be advised: if you haven't heard from us within 48 hours, then unfortunately your application has not been successful on this occasion. We may, however, keep your details on file for any suitable future vacancies and contact you accordingly.

Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

We use generative AI tools to support our candidate screening process. This helps us ensure fair, consistent, and efficient experience for all applicants. Rest assured, all final decisions are made by our hiring team, and your application will be reviewed with care and attention