Personal Assistant

London Luton Airport is looking for a dynamic and hungry personal or executive assistant to the Chief Financial and Chief Commercial Officers. As a personal assistant (PA) you'll work closely with the CFO and COO to provide flexible administrative support, intellectual challenge, and rigorous organization. You will help the CFO and COO make the best use of their time by driving diary efficiency and delivering sophisticated secretarial and administrative support.

As a PA, you will need extensive knowledge of the organization. You'll need to know who the key stakeholders are, both external and internal, and understand LLA’s aims and objectives. You will interact with colleagues inside and outside of the business from the Board level to front-line operations.

WHAT WE OFFER

• Market competitive base salary, 25 days annual leave
• Competitive pension scheme, eligibility to a profit-sharing scheme
• Private healthcare, free gym
• Flexible working, Volunteering days
• Discounted travel, money off shops and restaurants

KEY RESPONSIBILITIES AND ACCOUNTABILITIES 

• Coordinate the day-to-day administrative functions for the CFO and COO, ensuring all processes and procedures are achieved accurately and in a timely manner.
• Ensure all correspondence is actioned professionally, accurately, and on time
• In liaison with the CFO and COO, organize, manage and maintain their diaries effectively.
• Monitor and maintain a filing system as well as office systems in accordance with GDPR.
• To research, prepare, and present information as required by the CFO and COO including the review/development of reports and creation of presentation materials e.g. Board Reports, budget materials
• To monitor, respond and communicate all customer comments/complaints received, in line with the agreed policy and process
• Provision of data for the various reports, as required.
• Dealing with incoming emails and posts, often corresponding on behalf of the CFO and COO.
• Screening phone calls, inquiries and requests, and handling them when appropriate
• Arranging travel when needed, including visas and accommodation where required.
• Take notes or dictation at meetings or provide general assistance during presentations.
• Meeting and greeting visitors at all levels of seniority, both internal and external.
• Organizing and attending meetings and ensuring the CFO and COO are well prepared.
• Liaising with clients, suppliers, and other employees.
• Enable the CFO and COO to be focused, well - organized and take initiative to remove obstacles to drive personal efficiency and effectiveness
• Support the CFO’s and COO’s direct reports with ad-hoc tasks (e.g. organizing team meetings)

KNOWLEDGE, EXPERIENCE, AND SKILLS

The ideal candidate is expected to hold and have some experience and knowledge in the following: 

• Previous experience in an administrative/secretarial role
• Previous experience working with Director-level employees and external stakeholders
• Excellent interpersonal skills and ability to build professional relationships
• Exceptional written and oral communication skills
• Excellent word processing and IT skills, including knowledge of a range of software packages including MS Office
• Good organizational and time management skills
• Experience in researching, analyzing and presenting material clearly and concisely
• The ability to work on your own initiative
• Desirable: Pitman qualification or similar

PERSON SPECIFICATION

The ideal candidate for this position will need to demonstrate the following personal skills: 

• Good teamwork ethic
• Excellent attention to detail
• Act with integrity and honesty and always maintain confidentiality
• Able to adapt to different situations and willing to take on a range of tasks as required
• Willing to undertake necessary training as required for new systems and tasks
• Able to communicate well both verbally and in writing
• Able to anticipate issues and be proactive in resolving them
• Personal credibility with a style that is flexible, accommodating yet assertive

This Job Description & Person Specification is intended to give an appreciation of the role and the range of duties and responsibilities to be undertaken. Due to the diverse nature of the role, it does not attempt to detail every activity. Specific tasks and objectives will be agreed upon on an ongoing basis. The post holder will be required at all times to perform any other reasonable tasks, as requested in order to meet the operational needs of the business.

TO APPLY: Please email your CV and cover letter using reference PA0610 in the subject line.

NB: Successful applicants must be able to provide us 5 years of checkable work/ education history and pass a satisfactory criminal record check

LONDON LUTON AIRPORT OPERATIONS LIMITED. AN EQUAL OPPORTUNITIES EMPLOYER