Personal Assistant

Vista Jet
24 Nov 2016
02 Dec 2016
Contract Type
Full Time
VistaJet, the world's leading Global business aviation company, provides exceptional standards of quality, style and service. It takes the combined input of up to 20 teams in 10 cities to put a single bespoke flight in the air. We are looking for a professional, personable and detail focussed Personal Assistant to support our Chief Commercial Officer (CCO) - providing him with 1:1 dedicated support. You will be able to confidently make decisions and work with a high degree of autonomy. Our CCO is responsible for VistaJet's global expansion, sales operations, customer service and cabin experience. He travels extensively, which will demand flexibility from you to be able to support him while he is working in different time zones. You will be based at our Mayfair, London office. Your responsibilities will include: Efficient diary management, including regular monitoring of time-sensitive responses and/or deadlines which require follow-up;Full meeting management support, including arranging meetings, preparing agendas, ensuring the CCO is well prepared/briefed, collating and circulating papers, progressing actions, taking and circulating minutes;Proactive coordination of constantly changing global travel arrangements - including visas, flight bookings and accommodation bookings;Producing and editing documents, briefing papers, reports and presentations;Screening telephone calls, emails, mail, enquiries and requests, and handling them on the CCO's behalf when appropriate;Professionally and courteously meeting and greeting visitiors;Liaising with business acquaintances, suppliers and team members;Liaising with the Office Manager and/or Receptionist to book meeting rooms and arrange catering as required;Maintaining an effective and comprehensive filing system;Processing expenses for the CCO;Supporting the CCO and his wife with personal errands as required. Skills and experience You must have previous experience of providing 1:1 dedicated PA support to a senior professional; maintaining the strictest confidence at all times;You possess the willingness and flexibility to be available for urgent requests out-of-hours and to 'muck in' and carry out a variety of tasks as necessitated by a growing business;You're confident and able to act as the gate-keeper to the CCO's diary - pushing back on requests where required and proactively supporting the CCO in prioritising his engagements;This is a fast-paced and ever-changing environment. A high level of flexibility and adaptability is essential. You'll need to have excellent organisational skills, impeccable attention to detail and the ability to manage your time efficiently;You're computer literate. You have experience with Microsoft Office programmes, including Outlook, and you're comfortable using a Mac;You're pro-active, dynamic and solutions-focused attitude and can remain calm under pressure when dealing with difficult situations or juggling tasks.