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Personal assistant to director

Liverpool (Merseyside)
Love2shop
Personal assistant
Posted: 7 July
Offer description

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To provide high-level support to a group of Executive Directors, ensuring the smooth execution of their daily responsibilities. This role also includes offering back-up assistance to the Executive Assistant to the CEO.

Executive Support

· Proactively manage complex diaries for Executive Directors, ensuring optimal scheduling with no conflicts and efficient use of time

· Prioritise meetings based on urgency, duration, and alignment with ongoing initiatives

· Ensure Executive Directors are fully prepared for meetings by coordinating pre-meeting briefings, gathering necessary materials, and allowing adequate prep time

· Coordinate UK and international travel, including itinerary planning, in collaboration with the Office Administrator

· Prepare professional correspondence, reports, agendas, and presentations as needed

· Assist with monitoring and managing Executives’ email inboxes and document folders upon request

· Schedule recurring and ad hoc meetings, including:

o Monthly Trading Meetings across business divisions

o Performance Reviews and regular 1:1s with direct reports

CEO and EA to CEO Support

· Provide on-site support to the CEO during visits to the Liverpool office

· Act as a secondary support to the Executive Assistant to the CEO, ensuring continuity of assistance during peak times or absences

Meeting & Office Coordination

· Manage meeting room bookings, ensuring readiness and availability for both internal and external meetings

· Coordinate setup and breakdown of meeting rooms with Facilities and IT teams

· Liaise with employees to rearrange meetings when necessary

· Arrange catering for meetings and events, and manage related payments

· Schedule and support internal briefings, employee events, off-site sessions, and client hospitality

Administrative Operations

· Submit Executive Directors’ expenses accurately and on time

· Raise and track purchase orders and update the Gifts & Hospitality register

· Maintain oversight of office supplies, including ordering stationery, catering, tea/coffee, and managing post

· Ensure compliance with document retention policies, including periodic file reviews and secure disposal

· Provide support to all departments by sharing office-related knowledge and assisting with general administrative needs

Reception & Visitor Management

· Provide reception cover as required, ensuring visitor protocols are followed and security measures are upheld

Culture & Community Engagement

· Lead and coordinate internal social events from planning through to execution and cleanup

· Manage charitable initiatives, maintain charity partnerships, respond to donation requests, and liaise with clients, the public, finance, and fulfilment teams to ensure compliance with procedures

Qualifications and Experience

· Prior PA experience for a Board Director

· Experience of prioritising, planning and delivering own workload to meet deadlines

· Experience of preparing and delivering reports and presentations

· Experience of using a variety of systems and databases

· Accurate keyboard skills and a strong working knowledge of MS Outlook, Word, Excel, PowerPoint

· Impeccable English – oral and written

Person specification

The PA to Directors will have regular contact Executive Board members and must be experienced in handling sensitive situations and confidential material.

· Excellent verbal and written communication

· Ability to build strong working relationships, specifically when representing executives with the appropriate tone, diplomacy and sensitivity

· Excellent attention to detail

· Capable of working under pressure and to tight deadlines

· Skilled in prioritising conflicting needs, handling issues quickly and proactively, following through projects to successful completion

· Initiative and ability to act independently as appropriate within broad guidelines

· Highly organised with a strong delivery focus

· Positive attitude and approach, and a strong desire to provide high levels of service

· Emotional resilience, able to put self aside and smooth potentially tense situations, and contribute positive energy and good humour to the business

· Strong team player with a flexible attitude

· Demonstrable passion for the business, and an understanding of the key commercial issues


Seniority level

* Seniority level

Associate


Employment type

* Employment type

Full-time


Job function

* Job function

Administrative
* Industries

Retail

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