Location: Orsett
Hours: 8am to 5pm Monday to Friday in the office
Salary: Competitive (DOE)
Objective: The Business Personal Assistant will serve as a pivotal organ in the daily operations of Joseph Gallagher Limited, facilitating seamless administrative functions and providing comprehensive support to the Company and Directors. This role demands a high level of discretion, organisational acumen, and proactive management of office operations to ensure effective execution of business activities.

SKILLS AND QUALIFICATIONS:

• Proven experience in administrative roles with direct executive support responsibilities.
• Excellent organisational and leadership skills, with an ability to prioritise tasks and delegate when appropriate.
• Strong communication and interpersonal skills, capable of maintaining strong relationships both internally and externally.
• Proficient in Microsoft Office Suite and familiar with other administrative software especially Excel good level knowledge.
• Discretion and confidentiality of the highest degree.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Significant experience in an administrative or executive assistant role, preferably within the construction or engineering sector.

• Provide executive support to the Leadership team, including managing calendars, coordinating meetings, and handling confidential communications.
• Oversee and optimise office operations, including equipment maintenance, booking contractors for repairs or remedial work and liaison with all departments for cross-functional support.
• Coordinate logistics for board meetings and corporate events, ensuring meticulous planning and execution.
• Serve as the primary point of contact for internal and external stakeholders on matters pertaining to office management and directorial support.
• Manage document flow, including filing, tracking, and archiving, ensuring compliance with company policies and legal requirements.
• Assist in preparing reports, presentations, and insurance documentation, ensuring accuracy and timeliness in all communications.
• Booking all accommodation and travel for the company in a timely, cost-efficient manner.
• Managing the company’s archiving and completing all layers of tasks to ensure it is complaint and destroyed legally whilst be catalogued for retrievable access.
• Dealing with all post, parcels and documentation.
• Being the central point for ensuring all other company offices are complaint and follow the same processes and information.
• Oversee the day-to-day operations of the office, ensuring it runs efficiently and effectively.
• Maintain office supplies and equipment, and coordinate their replenishment as needed.
• Manage office spaces, ensuring a clean, organised, and conducive work environment for employees.
• Check biometric entry/exit records weekly and highlight to department heads any issues.
• Issue HO Building access FOBs for new employees – as directed.
• Reception contact for phone calls, general queries, etc.
• Opening and distributing incoming mail.
• Posting outgoing mail.
• Update telephone list send out monthly.
• All new JGL email addresses added to the email group (check and advise IT) at end of month.
• Board room bookings (on Teams).
• Car registration log be kept up to date.
• Event lunches.