Director Submarines Personal Assistant

Specific responsibilitiesDiary Management. To be the single point of contact for the management of Director Submarines time, using Microsoft Outlook 365 diary. The Personal Assistant (PA) is to respond to meeting requests from other stakeholders (internal and external); organise and schedule meetings required by Director Submarines and maintain an up-to-date diary, responding as required to short notice changes. The PA is to lead weekly diary meetings and work with Director Submarines to ensure maximal efficiency of their time including intelligent sequencing of meetings and allocation of preparation time. They will prioritise commitments on behalf of the Director. The PA will proactively deconflict meetings in the Directors diary, taking decisions aligned to business priorities, and ensure alternative arrangements are made where necessary. Where it is agreed a deputy will attend a meeting on behalf of the Director, the PA will arrange for the deputy to attend and ensure the deputy has the necessary papers to support their attendance at the meeting.Correspondence. To act as the primary point of contact for all incoming and outgoing Director Submarines related correspondence, and will have primary responsibility for the Multiuser inbox, escalating where required to COS / MA. The PA will prioritise correspondence and communications with stakeholders at the 2*, 3* industry and cross government level to ensure routine engagements and the receipt of any required supporting information for Director Submarines business in a timely manner to allow for preparation. The PA will ensure that correspondence is distributed to relevant personnel and filed in line with information management best practice.Stakeholder Management. Establishing professional relationships with a range of customers and stakeholders, prioritised against Dir SM objectives. Collaborating with these to share information, resources and support. The PA will support the team in maintaining stakeholder information and contacts, and provide day to day interaction with stakeholders offices/staff.Travel. To arrange duty domestic and international travel requirements for the Director, COS and MA using the HRG booking system and local budget control procedures.Administrative Support. The PA is to assist with the presentation of verbal and written briefs to support Director Submarines. This may typically include compiling and preparing briefing material (up to SECRET) and preparing and setting up Microsoft Power Point presentations.Meet and greet: Meet and greet Director Submarines visitors and escort them to and from the meeting room / building as required. Ensure visitors are booked in at reception and arrange building passes as appropriate.Travel. The PA is to arrange duty travel requirements for the Director Submarines and the outer office team using the HRG booking system and local budget control procedures.Meeting and Conference rooms. The PA will arrange the booking, rearrangement and cancellation of meeting and conference room facilities on behalf of Director Submarines. They will proactively ensure that meetings rooms are arranged for any meetings that are managed through the Directors calendar (i.e. Where Director Submarines is the meeting organiser). They will also liaise with colleagues to ensure the Portsmouth-end of any multi-location, directorate level meetings are managed, for example by booking secure VTC and other meeting rooms as needed.Information Manager. To provide support to the SM Directorate Information Manager and manage the SharePoint Team Sites as they relate to Director Submarines.Stationery Demander. To be the authorised demander for stationery.IT. To support Director Submarines in the resolution of any IT issues and the procurement of new equipment, for example by logging service requests and liaising with helpdesks on behalf of the Director.