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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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