JOB DESCRIPTION

• Working with a multi-disciplined project team and delivery partners　
• Supporting the Phase 1 Managing Director responsible for a project valued at £27.7.
• Assist in all areas of day to day duties through the provision of ad-hoc administrative support to ensure the team works effectively.
• Manage and co-ordinate the Phase 1 Managing Director's diary of internal and external meetings, including all professional engagements and any other appointments, liaising with other PAs as required to arrange meetings with the Board and Executive and other key stakeholders to ensure effective use of time.
• Prepare briefing packs, meeting papers and all other documentation, chasing up and co-ordinating responses as required by the Director, to ensure meetings run smoothly.
• Format presentations for use in board and executive meetings to create clear and high impact presentations.
• File all documentation effectively to ensure ease of access as required.
• Manage all travel and accommodation requirements effectively and within guidelines.
• Act as first point of contact for all enquiries for information from the Managing Director, redirecting and responding as appropriate, and ensuring that all other tasks are completed to a high standard as required.　 Monitor the Managing Director's mailbox, prioritising issues to be dealt with for their attention.
• Undertake secretariat duties for the Phase 1 Management meeting chaired by the Managing Director, including producing minutes, maintaining an action log and forward agenda.
• Manage projects as assigned through to completion, for example, organisation of events on behalf of the Managing Director.

SKILLS

• Strong IT skills including the full use of MS Office suite: INBOX management key
• Excellent relationship building skills with the ability to manage internal and external stakeholders in relation to requests for meetings
• Resilience - working in a fast-paced environment
• Proactive attitude towards work, reacting to emails
• Get to know the key players who David is working with and responding to them in a timely manner

EXPERIENCE

• Experience of providing in depth administrative support at Executive level
• Experience of managing senior stakeholders
• Experience of managing a diary where there are competing demands and priorities
• Experience of using the MS Office Suite (Word, Excel, Outlook, Powerpoint)
• Experience of dealing with confidential and sensitive information

COMPETENCIES

• Engagement and Influential Communication: Communicate appropriately with a range of people, understanding different perspectives and adapting communication style to have a positive impact
• Results Orientated: Demonstrate energy and commitment
• Manage Change & Ambiguity: Demonstrate resilience and the ability to implement and adapt to change

　DIMENSIONS

• Working with a multi-disciplined project team and delivery partners　
• Supporting the Phase 1 Managing Director responsible for a project valued at £27.7bn

　KEY CONTACTS

• Phase 1 Executive Team PAs
• Senior Business Manager
• Co-working with internal HS2 teams including commercial, environment, land and property, logistics, utilities, engineering within a matrix structure

COMPLEXITY

• Management of diary which has multiple demands and conflicting priorities
• Operating in an environment that can change at short notice

HEALTH AND SAFETY

Take reasonable care to ensure your own and others' health and safety - including those who may be affected by the day-to-day delivery of this role - by taking personal responsibility for working to the HS2 Safe at Heart programme principles.

Co-operate with HS2 in all matters relating to health and safety, including following safe working procedures at all times and not interfering with measures in place to protect your health, safety or welfare.

Advocate and promote the company's well-being strategy and policies.