Executive Personal Assistant

Description:

JOB TITLE:                          Executive Personal Assistant       

LOCATION:                        Birmingham       

REPORTING TO:                Managing Director

FUNCTION:                        N/A

Purpose of Job

The PA role will have unpredictable workloads depending upon the nature of the business, however at all times the role should provide a full admin service for the HR Director / Finance Director and other Directors when required.

Principal Accountabilities

Diary management – organising, maintaining diaries and arranging all necessary appointments / meetings for the Managing Director and Production Director although assisting from time to time with other directors.
Arranging daily catch up sessions with the Managing Director
Booking accommodation / travel and event planning for Directors
Screening telephone calls, enquiries and requests and handling them when appropriate
Welcoming and looking after Directors visitors
Logging and dealing with all internal and external post for the Director’s office

Taking minutes as required
Organising Executive meetings and exec get-together meetings – including relevant paperwork and reports
Management of Board Room and Board Room bookings
Collating reports, briefing papers, documents and presentations
Organising and attending meetings with local event organisers, suppliers, colleagues and hoteliers
Organising and storing paperwork, documents and computer based information and electronic filing

Processing and certification of Purchase Order and invoices for the Director’s office
Archiving Management
Keeping current and previous filing in a legible and working condition
A high level of commitment and loyalty required, ensuring information is kept confidential at all times
Providing admin support for all Directors when required
Office administration – collating and keeping records of:

Annual leave and sickness

Audit log for complimentary tickets and Reciprocal Passes
Any other duties required by the Managing Director which are appropriate to the post
Health and Safety Responsibilities

CrossCountry and its employee's subscribe to the six key industry health and safety rules:

Commitment (health and safety is the first consideration in everything we do, if it isn't safe, we don't do it) Always make sure you have assessed the risk and work in a manner that does not expose you to and hazards. Always make sure you follow the rules and instructions.
Leadership (health and safety begins at the top - we walk the talk and set a visible example)
Openness (health and safety is openness - information is shared and investigation conclusions are open to all parties) If you can improve the health and safety of yourself or others – share this with your management.
Reporting (health and safety is knowledge - we report every incident and take immediate remedial action)
Responsibility (health and safety is everyone's responsibility - we learn from mistakes and will not tolerate negligence) We are responsible of the health safety of ourselves and the health and safety of others. We are responsible for using the correct tools and equipment to do the job
Measurement (health and safety needs a common measure - we shall use lost time, accidents and other appropriate measures)
The post holder must adhere to the Company’s Drug and Alcohol policy (Ref: XCTL-102) and must not:

Report or endeavour to report, for duty in an unfit state due to the consumption of alcohol or drugs
Commence duty having taken prescribed or over the counter medication without first informing their line manager
Consume alcohol or drugs, other than legitimate medication, whilst on duty
Be in possession of drugs, other than legitimate medication in the workplace
Environmental Accountability

This post holder will be expected to support the CrossCountry Integrated Environmental Management System, minimise utility usage and improve energy performance wherever practical and possible. Also where waste recycling initiatives have been established the post holder should endeavour to assist.

CrossCountry Values and Behaviours

This post holder will be expected to behave in a manner equal to the position. This post requires flexibility of hours, location, energy application and vision as required by the project.  This post holder may be required to stay away from home on occasions.

This post holder will respect the very strict code of confidentiality operated within the team.  Any breach of confidentiality, pursuit of agenda's other than those associated with its project or expression of opinions not related directly with this role will be dealt with seriously.

Dimensions of Job & Decision Making Authority

This post has no delegated financial authority.  All financial decisions to be referred  to appropriate contact under  the Company’s delegated authority rules.
Key Contacts

Internal

External

All XC employees
XC Directors

PA’s from other TOC’s
Network Rail and Key Suppliers
Archiving Company
Hotels / suppliers etc
Arriva UK Trains

Experience, Knowledge, Qualifications & Training

Essential:

Microsoft office packages inc: Word, Excel, Outlook, Diary systems etc
Experience of minute taking
Professional telephone manner
Experience of with sensitive information at a high level of seniority
High level organisational skills and people skills
Knowledge and understanding of the rail industry