PA to Country Manager, Finance Director & Supply Chain Lead (UK&I)
Overview
Supporting the UK & IRE Country Manager, Finance Director & Supply Chain Lead (UK&I) with full secretarial and administrative responsibilities required for their functions.
Responsibilities
* Act as the central contact point for the UK teams in processing queries in a timely, prioritised and efficient manner also ensuring the right people always have access.
* Effective management of busy and complex diaries and providing whereabouts to other team members on weekly basis.
* Preparing Expense claims for the UK Country Manager, Finance Director & Supply Chain Lead (UK&I).
* Book travel for directors using online tools.
* Pro-active management of all correspondence and effective production of communications and presentations from notes and briefs
* Attend, manage agenda, minute taking and progress chase for function meetings and produce clear and accurate communication items as required by the UK & IRE Country Manager, Finance Director & Supply Chain Lead (UK&I)
* Managing relationships with external suppliers and customers and support the timely flow of information for internal and external client requirements
* Arrange and organise both internal / external meetings and conferences including booking of rooms, catering requirements, and equipment. (Managing the attendance lists and scoping out venue options for up to 300 people)
* Liaising with external companies on award entries and organising award events attendance and supplying the teams with the relevant information needed.
* Budget Management - raising PO's, invoice checking, organising approvals, receipting. Raising new vendor documentation. Liaison with Accounts Payable Team, And other invoice & accounting related activities.
* Be the key contact for all new starters and conduct effective inductions and system training, to include keeping up to date the Birds Eye induction booklet.
* Assist the project management team on various projects
* Working closely with other PAs providing holiday cover when required
* Be a participant in the PA meetings and facilities meetings and share information with the teams.
* Complete health and safety checks of the office and report findings back to the facilities manager.
* Work closely with facilities to ensure smooth office running's, to include things such as office clear outs, meeting room requests, office temperature control.
* Source products for product tastings and liaising with the kitchen on organising cook ups.
* Liaise with employees from group and overseas and provide support where needed.
Qualifications
* Demonstrates discretion, confidentiality and is highly organised.
* PA experience working at a executive level and supporting multiple directors.
* Proactive, motivated, and enthusiastic.
* Self-starter managing ever changing and conflicting priorities
* Excellent IT skills - Powerpoint, Word, Outlook, Excel.
* Flexible in approach to working hours when required.
* An ability to think ahead and demonstrate a high level of initiative.
* Ability to manage a varied and flexible workload
* Comfortable working with autonomy and ambiguity
* Able to prioritise workload and work to tight deadlines with quick turnaround.
* Capable of managing multiple tasks, prioritising and thinking further out.
* Able to work with people at all levels of the organisation
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