Pa - Programme Controls Job at Rullion (Suffolk)

Job Description

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.

Job Responsibility

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

Requirements

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

Nice to have

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

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Pa - Programme Controls

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