Diary management – outlook experience essential
Booking meetings/appointments
Business travel – booking flights, hotels, car hire, valet parking etc
Organising visas
Arranging visa invitation letters to overseas visitors
Maintaining MD’s travel log
Maintaining MD’s planner
Reconciling monthly expenses
Check report produced by receptionist for staff sickness/holiday is correct-daily update of sickness absence report
Fielding calls for MD & taking messages
HR Administration – contracts/offer letters, relevant paperwork, maintaining personnel files. Liaise with outsourced HR dept. on any disciplinary occurrences.
Pension & death in service administration – liaison with pension administrators
Organising food/refreshments for business lunches
Provide cover when necessary for Reception duties- mainly absence report and incoming/outgoing post and Boardroom bookings
Inputting and updating contact details into Outlook
Managing office and window cleaners and cleaning contracts
Managing landscapers/gardeners contract
Carrying out research for particular projects as requested by MD
Organising corporate & staff events
Assisting with the organisation of exhibitions and possibly attending if required
Managing First Aid and Fire Marshall training
Maintaining staff car park records
Taking minutes at various management meetings & typing up minutes
Organising interviews/ liaising with recruitment agencies
Organising squash box matches
Purchasing various items for MD as and when required
Paying personal bills for MD
Organising medical/dental appointments
Organising MD’s personal/family cars – insurance, MOT, servicing, repairs etc.
Organising MD’s personal hobby of motor racing – insurance, track/test days, flights & hotels where required. Arranging flights/hotels for race team
Assisting MD with personal holiday/events
Ad hoc paperwork & duties