Personal Assistant

Personal Assistant

6-8 weeks

Hybrid / Paddington 2-3 days per week

You will be working for a major British multinational retailer that specialises in selling clothing, beauty products, home products and food products.

Job purpose

• To provide a comprehensive secretarial and administration service
• Provision of a confidential and discreet service.
• Accurate, on-time and thorough information.
• Maintain excellent working relationships across all areas of the Business.
• Dealing with all levels of administration promptly and efficiently Reward level and salary Reward Level C

Key accountabilities and measures

• Provide support to the Directors and OR Head's of in your appointed business area , representing the team and the overall function to the BU leader or Head's goals.
• Manage complex diaries with professionalism for both internal and external stakeholder and manager all meetings/appointments/events etc. - ensuring suitable facilities are available and briefing documents are distributed appropriately.
• Work collaboratively within the PA community to increase morale and drive inclusion whilst maintaining good working relationships with key internal colleagues and other departments
• Provide administrative support including diary management, overseas travel arrangements, POs and expense claims. Identify and implement opportunities to create simpler, faster and more effective processes,
• Maintain a high level of confidentiality at all times and role model a high performance culture by doing the right thing and being a brand ambassador at all times
• Act as a first point of contact for your appointed Director or Head of, to internal and external personnel, representing them as appropriate and managing issues as appropriate and escalate if needed. Maintain a clear understanding of your Director or Heads of deadlines, priorities and goals and keep up to date with Business priorities and adapt to any changes
• Provide effective administration support including management of holidays, rotas, My HR administration and ensure issues are flagged and resolved as necessary. Ensuring you utilise all available channels to encourage networking and simplify coordination and completion of activity.
• Support Leadership Team meetings and away days - as well as wider department meetings - including drafting agendas, taking minutes, collating and distributing papers and presentations and following up on actions to ensure they are completed within agreed timeframes.
• When required, directly follow up on emails and phone calls, when appropriate, and draft replies for your Director and or Heads of when necessary
• On ad-hoc basis when required support your director or heads of with preparation of presentations/reports for internal and external meetings and events including sourcing information and imagery, drafting talking points and producing PowerPoint slides.
• Effectively manage your time and priorities at pace to ensure you can efficiently deliver tasks on time, accurately; demonstrating a clear understanding of the priorities and needs of your director and or Heads of their wider departments Deliver all admin tasks in an accurate and timely manner
• Work with your peers to identify and share best practises both internally and externally. Identify and implement opportunities to create simpler, faster and more effective ways of working in the team
• Proactively utilise and exploit opportunities offered by the business to improve performance e.g. data and digital workshops

Technical skills/business skills required

• IT Skills: Highly skilled in using software such as Microsoft Office (Word, Excel, PowerPoint, Teams), MyHR, internal finance systems or other office productivity tools. This includes creating and editing documents, spreadsheets, and presentations.
• Email and Calendar Management: Effective management of emails and calendars ,organizing schedules, setting up appointments, responding to emails and ensuring that important dates and deadlines are not missed with minimal errors made.
• Travel Planning and Coordination: Ability to plan effectively with a commercial mind set of every penny counts, demonstrating a strong level of proactiveness with a can-do attitude.
• Event Management: Exceptional planning and organisational skills with experience in coordinating events such as team huddles & away days.
• Communication skills & stakeholder management: Strong written and verbal communication skills for interacting with colleagues, managers, and customers. Ability to influence and engage stakeholders at all levels proactively.
• Multitasking and Time Management: Ability to act at pace and can work efficiently to ensure own deadlines are fully achieved to a high standard with minimal errors made.
• Prioritise tasks and Deadlines in a fast-paced environment, demonstrating flexibility to deliver against changing priorities and operate with resilience under pressure.
• Problem Solving -. Ability to handle competing priorities, time-sensitive projects and potential conflicts; making decisions and demonstrating sound judgement whist maintaining excellent attention to detail, professionalism and confidentiality.
• Values and behaviours