PA Programme Controls

Job Title: PA - Programme Controls

Location: Suffolk (Hybrid Working Available)

Start date: ASAP

Job Purpose

To provide high-level Personal Assistant and administrative support to senior leaders within Programme Controls, ensuring efficient coordination of diaries, meetings, documentation, and communication across the function. The role supports smooth day-to-day operations within a fast-paced project and programme environment.

Key Responsibilities

• Provide professional, accurate, and reliable PA and administrative support
• Support wider business unit with general administration tasks as required
• Coordinate and support team assistants to ensure efficient admin coverage
• Manage complex diaries, schedules, and itineraries
• Organise travel, accommodation, hospitality, and meeting logistics
• Prepare weekly meeting packs, agendas, and supporting documentation
• Attend meetings, take accurate minutes, and track actions
• Maintain and update contact lists, records, and filing systems
• Ensure documents are correctly stored, organised, and accessible
• Liaise with internal and external stakeholders across multiple locations
• Produce reports, presentations, and business documentation using Microsoft Office and other IT systems
• Maintain accurate data records and ensure information is up to date
• Process purchase orders and support invoice tracking in line with finance procedures
• Maintain local cost records and support financial administration
• Provide office services including reprographics, binding, and document preparation
• Respond to telephone and email enquiries in a professional and timely manner
• Keep team members informed when out of office and escalate issues where necessary
• Maintain confidentiality and handle sensitive information appropriately
• Maintain training and induction logs and liaise with HR where required

Essential Skills & Experience

• Previous experience in a PA, team assistant, or administrative support role
• Strong organisational and time-management skills
• Ability to work independently and proactively
• Excellent written and verbal communication skills
• High level of accuracy and attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Strong interpersonal skills with ability to engage stakeholders at all levels
• Competent in Microsoft Office (Word, Excel, PowerPoint) and Outlook
• Experience producing professional documents, reports, and presentations
• Ability to handle confidential and sensitive information with discretion
• Ability to adapt to new systems and changing processes

Desirable Skills

• Experience within a PMO, programme, or project controls environment
• Experience using document management or collaboration systems (e.g., Business Collaborator)
• Knowledge of financial admin processes such as invoicing and purchase orders
• French language skills (written and spoken) beneficial due to stakeholder interaction

Key Behaviours

• Professional, reliable, and discreet
• Highly organised and methodical
• Flexible and adaptable to changing priorities
• Strong team player with a collaborative approach
• Proactive and solutions-focused attitude

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