Who are we?We are New Directions, a group of companies that provide UK wide services (including recruitment, training, care provision and other support services) within education, social care, domiciliary care and the pharmaceutical sector, from a network of offices across the UK.Voted Best Employer - Cardiff Life Awards 2024Job Purpose:Provides comprehensive administrative, and personal assistance to the Senior Management Team (SMT) and the Group Facilities Team.This is an exciting opportunity to assist members of the Senior Management Team and support the Facilities department. The role requires a combination of creativity, confidence and communication skills.The successful applicant will demonstrate their creativity through the organisation and management of events, projects and tasks. The ability to utilise excellent written and verbal communication skills will be crucial for the success of this role, whether this is writing first stage content, reporting for our eco committee or emailing actions from meetings.Main Duties:Implementing and maintaining effective systems to ensure high-level administrative support for the SMT is consistently provided.Supporting the SMT with any personal assistance which may be required.Supporting the Group Head of Facilities with any facilities related administrative requirements.Managing diaries, appointments, calendars, and events.Arranging hospitality requirements for SMT meetings.Assisting the SMT with coordinating and managing Group based projects, problem solving tasks and monitoring communications, (including drafting and producing letters, spreadsheets, reports, presentations, speeches, and communications).Screening telephone calls and handling enquires in a professional and appropriate manner.Arranging meetings and managing visitors for the SMT, including coordinating logistics and documentation.Following specific instructions to complete associated tasks to required standards.Reviewing, collating, and analysing reports.Booking and arranging travel, transport and accommodation for the SMT.Assisting the SMT with arranging meetings, including producing and circulating agendas, and attending meetings and taking minutes for subsequent distribution.Tracking outstanding actions, tasks and information requests within given deadlines and chasing responses and providing updates.Collating and distributing reports for monthly business review meetings.Managing financial tasks, including record keeping and dealing with invoices, purchase orders and expense claims for SMTCarrying out specific projects and conducting research as required.Liaising with a wide range of internal and external stakeholders and personal contacts.Organising and maintain effective filing systems for all relevant documentation/records.Managing the administration of any SMT documentation and ensuring its validity (e.g., MOTs, servicing, insurances, passport, driving licence etc).Assisting the Group Head of Facilities with project work and ad-hoc duties as required.Assisting with the wider Facilities function as and when required, including the requirement to cover Reception.Managing the fleet of executive vehicles.Actively participating in the Company's Eco-Committee, in partnership with the Group Head of Facilities.Actively involved in conducting research into environmental & sustainability projects.Assisting the Brand Engagement Officer with our rented office space; managing tenants and acting as a point of contact.Responsible for the maintenance of the Central Reserve for all Company data.Assisting in the organisation of internal and external events, alongside the wider facilities team.Liaising with contractors to ensure relevant information is received and collated (e.g. liability insurance / NDA's etc).May be required to travel to other business sites across the UK as requiredLiaising with Group Head of Facilities when completing requested tasks from SMT or Facilities.Responsible for compliance with all relevant legislation, and processes, policies, and proceduresResponsible for taking reasonable care of your own health and safety and ensuring that you take reasonable care not to put other people (including fellow employees and members of the public) at risk by what you do or do not do in the course of your job.Responsible for safeguarding assets within your control and possession, including but not limited to hardware, software, systems, or information, and to report any suspected breach in security without delay, to the relevant personnel as required.Responsible for the non-disclosure of any confidential information and/or trade secrets of the Company to third parties and/or the misuse of any confidential information and/or trade secrets of the Company for your own purpose/benefit.Responsible for establishing, maintaining, and developing excellent working relationships with colleagues within your department and the wider Company.Responsible for delivering exceptional levels of customer service; both to internal and external customers.Responsible for communicating with people in a respectful, courteous, and professional manner always.Will be required to be based at and work from the Cardiff office full time (5 days per week).Qualifications:Educated to degree level or equivalentNVQ Business Administration or equivalentValid Full UK Driver's License and confident to drive Company pool vehicles as requiredKnowledge, skills and experience:Significant experience in executive assistant or personal assistant role(s)Excellent administration skills, with the ability to minute takeAlways portrays a professional image and appearance, and demonstrates professional behavioursClear and fluent writing skills and accurate proofing and editingExcellent standards of accuracy, consistency and attention to detailExceptional oral and written communication skillsExcellent project management skillsFlexibility to adapt to changing demands, and able to think on their feetTact and diplomacyDiscretion and a strong understanding and respect for confidentialityHonesty, trustworthiness and reliabilityExcellent organisational and time management skills, with the ability to multitaskMust have superb attention to detail and capable of self-auditing own workThe ability to use own initiative and judgement and to be pro-activeThe ability to research, digest, analyse and present material clearly and conciselyThe ability to work under pressure to strict deadlinesThe ability to accept constructive feedback, and make improvements as requiredAn outstanding level of interpersonal and networking skills, including relationship management skillsAbility to manage conflicting prioritiesAbility to learn about an individual's preferences and styles, and ensure these are metAbility to use initiative and identify more appropriate solutions to situations/problems as a necessaryExcellent word processing and IT skills, including knowledge of a range of software packages, including Microsoft OfficePersonal Qualities:Must like dogsConfidenceAccountabilityResilienceAttentivenessIntuitivenessPositivityApproachablenessWhat we offer:Fantastic employee benefits including:Health Cashback schemeLife Assurance of 4 x salaryPension Salary Sacrifice Scheme (5% employer matched)A generous annual leave entitlement of 25 days holiday plus bank holidays (rising to 27 days holiday after two years' service)Opportunity to purchase additional annual leave through salary sacrificeA day off for your birthdayA Giving Back day - to offer your services to the local communityElectric Vehicle Salary Sacrifice Scheme (subject to qualifying eligibility criteria)Cycle to Work Salary Sacrifice Scheme (subject to qualifying eligibility criteria)Opportunity to join our 3% interest Christmas savings schemeEmployee referral scheme; you can earn between £250 and £500 for each successful referral into the businessRegular social, health and well-being eventsFree on-site parkingOn-site GymNew Directions Holdings Ltd is acting as an Employment Agency in relation to this vacancy.