Personal Assistant to Chair (six-month FTC)

Maintain absolute secrecy, confidentiality and discretion in regard to all the Chair’s work.
Manage and maintain the Chair’s email account(s), filtering emails, highlighting urgent correspondences, proactively drafting replies and replying where necessary to book appointments.
Drafting emails from voice notes in the Chair’s voice.
Manage and maintain the Chair’s professional and personal diary, ensuring sensible timing and achievability.
Arranging all professional and personal travel, necessary visas and accommodation and, occasionally, travelling with the Chair where necessary, to take notes or dictation at meetings or to provide general assistance during presentations.
Assist the Chair in the pitching process: produce presentations with the assistance of the Sales team.
Filter all: staff queries; team meeting requests; general information enquiries; phone calls and (reply to all) invitations to the Chair by prioritising, redirecting or taking forward such contact as appropriate. Keep Simplenote up to date to track key pending meetings and requests.
Analyse, annotate and submit the Chair’s expenses on a monthly basis to the Finance team to ensure compliance.
Track the Chair’s Sales and Business Development, including leads and new contacts in master network spreadsheet and on LinkedIn. Produce lead generation activity report for the weekly Sales Meeting.
Assist the Chair in the preparation of all key internal and external Board commitments: including (but not limited to) Townhalls, Board Meetings and AGMs, ensuring papers are collated and submitted in good time.
Ensure the Chair is well-prepared for all meetings, ensuring all necessary presentations, biographies of people he meets, briefings, paperwork, information are prepared in advance of any meeting.
Constantly innovate and propose smarter, more efficient ways of working.
Devise and maintain office systems, including data management and filing.