PA to the CEO & Head of Finance and Facilities Manager

CTVC is looking for an efficient, self-motivated and organised PA/ FACILITIES MANAGER. This is a key role which includes assisting the senior management with administrative support, diary management, as well as ensuring the office runs smoothly and efficiently at all times. This job will suit someone with previous secretarial experience, a PA background and most importantly, someone who can use their initiative.

D U T I E S

• Managing diaries, organising meetings and appointments for the CEO and Head of Finance
• Reminding the CEO & Head of Finance of important tasks and deadlines
• Acting as a first point of contact and dealing with correspondence and phone calls
• Organising events and conferences
• Compiling and preparing reports, presentations and correspondence
• Managing databases and filing systems including collating and filing expenses
• Stock management of the office, including stationery equipment, furniture, IT equipment and kitchen consumables
• Implementing and maintaining procedures/administrative systems
• Liaising with staff, suppliers and clients
• Managing vendor contracts and the price negotiation process
• Being the company voice and main point of contact for all internal communications
• Managing the security of the office (access keys, fire drills and health and safety compliance)
• Managing Health and Safety procedures and documentation
• Ensuring a safe workplace by identifying and reporting hazards and taking corrective action
• Coordinating new starters and leavers including arranging training, email access and computer log in
• Support departments with workflow when required
• Booking and arranging travel, transport and accommodation
• Miscellaneous tasks to support the CEO & Head of Finance
• Excellent tea and coffee making skills an advantage

S K I L L S, E X P E R I E N C E & A T T R I B U T E S R E Q U I R E D

• Outstanding organisational skills, with a flexible approach to working
• Must be able to demonstrate previous experience with practical examples, as we need somebody who is able to get stuck straight in during what is a busy period for us
• A common-sense approach to problem solving and quick thinking
• Excellent and clear communication skills
• Work effectively and communicate clearly in a fast paced and busy environment
• A service first mentality, i.e. you enjoy supporting and helping others and take pride in getting work done for others
• Excellent attention to detail, i.e. you get things right the first-time round
• Ability to prioritise and work to deadlines, i.e. you are able to manage and plan your workload to meet multiple deadlines
• Able to build strong relationships with the teams, i.e. you are the go-to person when they need support or help
• Advanced MS Office skills, particularly Outlook, Windows, Word, PowerPoint and Excel
• Professional and able to maintain confidentiality
• Ability to work in a fast-paced environment
• Excellent spelling an advantage (the CEO is dyslexic and requires assistance in this area...)

We are offering a competitive salary and 33 days holiday including bank holidays (pro rata). Our normal working hours are 09:30 - 18:00 Monday to Friday although flexibility will be required. Please note, while we are a creative company this is not a creative role.
Please apply with a covering letter and your CV as soon as possible to putting PA/ FAC in the subject header to katie.king@ctvc.co.uk

Closing date is Monday 26th August 2019

We look forward to hearing from you.