Temporary Personal Assistant - Human Resources
Location: London, with occasional travel to a construction site in Suffolk
Contract: 3 months, with possible extension
Engagement: Inside IR35
Working Pattern: Hybrid - minimum 3 days per week in the office
About the Role
We are seeking an experienced Temporary Personal Assistant to provide trusted, confidential and highly organised support to members of the Human Resources Leadership Team.
This is a fast-paced and demanding role, requiring an accomplished PA or senior administrator who can manage complex diaries, coordinate meetings and travel, prepare high-quality documentation and confidently communicate with senior stakeholders.
The role is required for an initial 3-month period while recruitment for the permanent position is ongoing, with the possibility of an extension.
Given the nature of the role, confidentiality, discretion and integrity are essential. You will regularly handle sensitive HR information and interact with senior leaders, government representatives, Members of Parliament, trade union officials and other external stakeholders.
Key Responsibilities
Provide professional, accurate and reliable PA and administrative support to the HR Leadership Team.
Manage complex diaries, appointments and competing priorities across multiple projects.
Coordinate frequent and sometimes complex travel arrangements across the UK and France, including accommodation, transport and detailed itineraries.
Organise and coordinate internal and external meetings, including room bookings, meeting packs, agendas and associated documentation.
Attend HR meetings where required and provide administrative and coordination support.
Prepare correspondence, reports, presentations, letters and other professional documentation.
Maintain accurate contact lists, records, training and induction logs.
Ensure effective document management and classification in accordance with company procedures.
Act as a key point of contact for internal and external enquiries, screening calls and correspondence appropriately.
Communicate messages and decisions on behalf of the HR Leadership Team, resolving queries where appropriate and escalating when required.
Support the planning and delivery of internal and external HR events, dinners, conferences and stakeholder engagements.
Liaise with Finance regarding invoices, purchasing and local cost records.
Arrange the ordering and payment of goods and services through the relevant systems.
Support office administration and general services as required.
Maintain strict confidentiality when dealing with sensitive HR and business information.
Keep in contact with HR leaders when they are out of the office and ensure actions and issues are appropriately followed up.
Provide additional PA support across the wider project during periods of peak workload or short-term absence.
Work closely with the Executive Assistant to the Chief People Officer and other PAs to ensure effective team coverage.
About You
We are looking for a confident and capable PA who can operate with a high degree of trust and discretion and who is comfortable supporting senior stakeholders in a complex project environment.
You will be:
Highly organised, methodical and able to manage multiple priorities simultaneously.
Proactive and able to work independently with minimal supervision.
Calm and professional when working under pressure and to tight deadlines.
An excellent communicator, comfortable dealing with people at all levels.
Discreet and trustworthy when handling confidential and sensitive information.
Flexible and adaptable, with the ability to respond to changing priorities.
A strong team player who is willing to provide support to colleagues when required.
Confident dealing with difficult or sensitive enquiries.
Highly attentive to detail and committed to producing professional, accurate work.
Essential Experience
Previous experience in a PA, Executive Assistant, Team Assistant or senior administrative support role.
Strong general administrative and secretarial experience.
Experience managing complex diaries and coordinating meetings.
Experience arranging travel, accommodation and itineraries.
Excellent working knowledge of Microsoft Office, particularly Word, Excel and PowerPoint.
Strong experience using Outlook or a similar diary and email management system.
Ability to adapt quickly to new systems and processes, with the confidence to help develop new administrative systems where required.
Proven ability to handle confidential information with discretion and professionalism.
Desirable Experience
Experience supporting senior leaders within a large or complex organisation.
Experience working with UK Government officials, MPs, trade unions or external agencies.
Experience within a major infrastructure, construction, energy or regulated environment.
An understanding of project management processes.
Experience or interest in communications and stakeholder engagement.
The Opportunity
This is an excellent opportunity for an experienced Temporary PA to join a high-profile HR function supporting the delivery of a major UK infrastructure project.
You will work closely with senior HR leaders and play an important role in ensuring the smooth and effective operation of the HR function during a period of significant activity.
If you are a highly organised, discreet and proactive PA who enjoys working in a demanding environment and is confident supporting senior stakeholders, we would be keen to hear from you.
Please note: This role is Inside IR35, initially for 3 months, with potential for extension. The successful candidate will be required to work from the London office at least 3 days per week, with occasional travel to a construction site in Suffolk
