Employer: Unique Personnel Role Purpose The purpose of the Personal Assistant role is to provide comprehensive administrative and organisational support to management, ensuring efficient coordination of schedules, communication, and operational tasks, thereby enabling the effective functioning of the business Key Responsibilities 1. Executive and Diary Management Managing the ESS MD’s diary and scheduling appointments Coordinating meetings (internal and external) Acting as the first point of contact for RS Screening calls and emails 2. Communication and Correspondence Managing correspondence on behalf of RS (e.g. client queries) Liaising with clients, suppliers, and staff Drafting professional communication on behalf of the MD. 3. Meeting & Administrative Support Taking minutes and tracking action items Filing and document management (physical and electronic) Following up on outstanding matters (including quotes) 4. Operational & Logistics Coordination Coordinating logistics for site visits / risk assessments Coordinating office maintenance or service providers 5. Procurement and Stock Control Ordering office supplies (stationery, cleaning supplies, refreshments) Ordering stock from approved quotes Ordering stock based on storeroom levels 6. Financial and Basic Administration Managing petty cash or basic expense tracking Processing invoices and purchase orders Assisting with budgeting tracking Reconciling expenses. Loading of payments twice a month for RS to release. 7. HR and Staff Administration Assisting with onboarding logistics (printing and preparing documents) Maintaining leave records for office-based staff Ensuring leave applications are signed off (ESS & The Sunflower Group) Handling sensitive and confidential employee information 8. Client & Contract Administration Preparing client reports based on “deep alerts” Preparing annual increase letters / SLAs Preparing quotes based on RS feedback Keeping track of quotes 9. Technical & Project Coordination Tracking deadlines and deliverables (technical side) Following up with team members on job cards Ensuring staff meet deadlines (rostering, payroll, etc.) 10. Marketing  Support Function Preparing photos of stock for the Sunflower website