Job Title: Personal Assistant to the Director; and Events Coordinator at a Berwickshire stately home (the “House”)
Reporting to: Director of a company (the “Company”) that owns the House and adjoining country estate (the “Estate”)
JOB ROLE
Working closely with the Director, the role will focus on providing effective administration for the Company, the House, and the Estate. The successful candidate will be responsible for all administrative requirements for the Company, House, and Estate, including supporting the ongoing requirements of the House and Estate and planning and coordinating the regular events (“Events”) programme at the House.
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RESPONSIBILITIES
1. To be the Personal Assistant to the Director and to ensure all administrative and organisational requirements are completed in a timely and effective manner, including:
- acting as the point of contact between the Director and all stakeholders;
- screening and directing phone calls and managing correspondence as appropriate;
- diary management and travel arrangements on behalf of the Director;
- production of reports, presentations, briefing documents and any other documents as required;
- organisation of all relevant documents in preparation for meetings; and
- contact and other data management, including appropriate filing.
2. To ensure the effective office management of the House office, it being the hub of all information and organisation on a day-to-day basis, and interfacing with the connected Dorset office, including:
- diary management of the house and other properties;
- invoicing management;
- mail;
- minute taking;
- expense claims;
- weekly updates; and
- utility and telephone management.
3. To act as the main point of contact for the House via telephone, email, and mail for third parties including customers, clients, contractors and other service providers (e.g. banks, solicitors, managing agents, tenants). To manage all third parties appropriately and professionally.
4. To complete all administration relating to all Events booked at the House and the Estate, including to:
- produce detailed proposals for Events (e.g. timelines, suppliers, legal obligations, staffing, and budgets) within Event budgets;
- provide all administration relating to Events, including agreeing relevant documents & agreements with clients / customers and maintaining regular communications with them up to, including, and after the Event;
- manage all reservations and guest communications;
- ensure the client / customer is introduced to the relevant person running the Event on the day for the House;
- provide any required event related services e.g. signage, displays, handouts, post-event requirements including e.g. speaker thank you emails / letters, and undertake post-event review of event to identify learning for future;
- ensure all 3rd party logistics including security and catering are in place, including negotiating and managing relevant contracts with the suppliers;
- maintain all necessary records associated with each event, and communicating with the Dorset office to ensure all revenues are being billed and collected in a timely fashion; and
- ensure staff requirements are met and staff are briefed before and on the day, and relevant staff feedback.
5. To ensure all administrative systems and processes are effective, efficient and within identified budgetary requirements.
6. To complete all administration required for the management of employees at the House including providing human resources support such as:
- holiday & TOIL management;
- payroll co-ordination; and
- employment paperwork.
7. To work with other team members to ensure a cohesive administrative service, providing cover for other team members during holidays and other absence
8. Any other task as directed by the Director of the Company as may be reasonably required to ensure the successful running of the House.
This job description provides an overview of the requirements of the role and does not provide an exhaustive list of tasks.
Person Specification
Skills and Experience
Essential
· Office 365 – Word, Excel and Outlook
· Excellent verbal and written communication skills
· Strong organisational skills
· Ability to manage a budget i.e. basic mathematical and accounting skills
· Excellent time management skills with the ability to prioritise and multi-task
· Previous customer-facing experience
Desirable
· Experience in similar establishment
· Event planning, ideally at a stately home, large institution or business
· Knowledge of the countryside
Personal Skills
Essential
· Attention to detail
· Customer care skills
· Strong communicator
· Ability to work on their own and in a virtual team
· A dedicated self-starter
· Ability to work under pressure / to deadlines
Other requirements
· Ability to work Monday - Friday weekly
· Occasional weekend and evening working subject to Director requirements
· Own transport
Job Types: Full-time, Permanent
Salary: £30,000.00-£35,000.00 per year
Schedule:
- Monday to Friday
Work Location: In person
