Organisational Skills:
HANSA-FLEX is a leading international company in the field of hydraulic connection equipment. As the market leaders in Germany and with around 440 branches worldwide, we have high quality standards which are put into practice on a daily basis by our 4,000 specialist staff.
We are currently recruiting for a trainee personal assistant to work within our Brentford depot assisting our Managing Director.
Key Functions and Responsibilities
Administrative Support
- Managing and organising the employer's calendar, including scheduling appointments, meetings, and travel arrangements.
- Handling correspondence including answering phone calls, responding to emails, and managing mail.
- Preparing and editing documents like reports, memos, and letters
- Managing, prioritizing, and reminding the employer of important tasks and deadlines.
- Assistance maintaining Airport Operations E.G Personnel airside passes, vehicle passes, training matrix
Communication Management
- Acting as the first point of contact for the employer, managing communication with clients, vendors, and other staff.
- Organizing communication via emails, memos, and updates for internal and external communications.
Meeting and Event Coordination
- Arranging and preparing for meetings, including venue booking, catering, and accommodation.
Confidentiality Maintenance
- Ensuring all sensitive and confidential information is handled appropriately, adhering to privacy laws and organizational policies.
Technology Management
- Managing digital files, organising digital and physical filing systems.
- Operating and maintaining office equipment and technology, ensuring functionality.
Problem Solving
- Addressing and resolving administrative problems and enquiries.
- Providing general support to visitors.
Adaptability
- Adapting to daily challenges and changing schedules, maintaining flexibility to accommodate urgent tasks or shifts in priorities.
Skills & Competencies
Organisational Skills
- Ability to manage multiple tasks and projects simultaneously while maintaining sharp attention to detail.
- Strong time management skills to prioritize and delegate tasks effectively.
Communication Skills
- Excellent verbal and written communication abilities to convey information clearly and effectively.
- Proficient in managing professional communication on behalf of the employer.
Interpersonal Skills
- Must be approachable and able to build strong relationships with other staff, clients, and suppliers.
- Needs to handle sensitive situations and diverse personalities tactfully.
Discretion and Confidentiality
- Ability to handle confidential information with utmost discretion and integrity.
- Understands the importance of privacy laws and how they apply in various contexts.
Adaptability and Flexibility
- Capable of adjusting quickly to changing priorities and conditions.
- Can effectively troubleshoot and provide solutions in unpredictable situations.
Problem-Solving Skills
- Ability to anticipate issues and proactively address them.
- Excellent analytical skills to solve problems efficiently and creatively.
Technical Proficiency
- Familiarity with office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)..
- Ability to manage electronic diaries, spreadsheets, databases, and to handle technical troubleshooting in some cases.
Professionalism and Work Ethic
- Maintains a high standard of professionalism, consistently delivering quality work.
- Strong work ethic and reliability are crucial to build trust and dependability.
Emotional Intelligence
- High level of self-awareness and ability to manage one's own emotions.
- Sensitivity to the emotions of others, fostering a positive working environment.
- Ability to work in a 'robust' manual / engineering environment.
No heavy lifting or other manual work is required.
What we offer you:
We offer modern working conditions in a motivated team. During the induction period you will receive targeted training, while your specialist know-how will be regularly adapted to the latest developments
Job Type: Full-time
Pay: $25,000.00 - $29,000.00 per year
Benefits:
Language:
- English (required)
- German (preferred)
Work Location: In person
