Personal Assistant

As a personal assistant you will be responsible for managing the executive's schedule, organizing meetings, and handling correspondence to ensure smooth daily operations. You will coordinate travel arrangements, prepare important documents, and act as a liaison between the executive and other stakeholders. Additionally, you will assist with personal tasks, maintain confidentiality, and solve problems to support the executive's efficiency and productivity.

Diary Management and Organisation

• Proactively organises and manages Outlook diary
• Understand director's priorities and make appropriate decisions on accepting, prioritising and delegating meeting requests. Monitor acceptances and declines
• Track action requirements from meeting minutes and manage diary to ensure completion in advance of deadlines
• Plan ahead in order to anticipate busy periods and changing priorities and be able to react to the changing nature of meetings on a day to day basis

Correspondence

• Manage a high-volume email inbox by prioritising, responding, and taking appropriate action
• Manage and respond to straightforward correspondence and produce draft replies for more complex issues

Team Co-ordination

• Co-ordinate the agenda for monthly "All Hands" reviews which provide major updates to the cross-functional, global EC, L & AB community
• Manage the home trial inventory of machines owned by the team, including checking-in and checking-out machines for offsite use
• Manage community access for secure SharePoint, MS Teams and Teamcenter pages
• Support with Directors immediate team travel logistics on an exception basis
• Support with team events such as off-sites, project celebrations, and significant anniversaries
• Facilitate recognition rewards for team members who've shown exceptional dedication
• Maintain the team organisation chart

Meetings and Logistics

• Co-ordinate all internal and external meetings for director - including booking internal and external venues, facilities, hotels, refreshments etc. liaising with external parties as appropriate
• Manage the agenda for director's leadership meeting, follow up action points from direct report meetings and director's 1:1's
• Manage and coordinate regular and complex travel itineraries for director and leadership team including planning, accommodation, visa requirements and travel expenses

Information and Reporting

• Management information reporting and analysis and creation of reports for the business function where needed
• Prepare materials and information for projects and meetings where required by director
• Coordinate inputs from leadership team as required for reports and projects
• Track any escalations that require attention or resolution from the Category Director

Professional Standards

• Write communications in the correct tone and on brand for appropriate audiences (internal and external), whilst including relevant stakeholders
• Deal with sensitive or confidential information appropriately and retain discretion

About you

The role requires a highly self-motivated and proactive person. This is an excellent opportunity for someone with initiative and the desire to contribute to the effective running of the business.

Essential:

• Proficient in Microsoft Outlook, PowerPoint, Word, Excel, OneNote, and MS Teams
• Experience as a PA or Administrator able to work in a dynamic and fast-moving organisation
• Exceptional organisational and planning skills with a 'can-do' attitude
• Ability to communicate at all levels of the business, flexing style as appropriate
• Professional, discreet and loyal
• Ability to work as part of a team
• Able to adapt to the changing needs of the director and able to react quickly to urgent priorities
• Approachable
• Strong communication skills, both verbal and written
• Confidence in decision making and prioritisation of tasks
• Experience of managing a demanding diary and inbox
• Confident self-starter, able to work proactively, think ahead and multi-task in a fast-moving environment
• Ability to demonstrate initiative and to suggest improvements to processes
• Sensitive and diplomatic management of multiple and high-level stakeholders with a high level of confidentiality
• Excellent attention to detail
• Adaptable/flexible - able to multitask
• Diligent/conscientious

Desirable:

• Experience of working with global teams
• Experience working for senior leader
• Project management experience
• Analytical skills