Job Description

The Role:

Provide full administrative support at a senior level to the CEO and executive team (where required) to ensure the smooth management of their day to day affairs, and most effective use of their time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate.

Work with and alongside the receptionist for our Retail support centre ensuring the effective operation of the reception area, including providing reception cover as and when required.

About You:

Experienced Personal Assistant at board level.
Experience of electronic diary management.
Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external.
Ability to organise and plan own work.
Excellent attention to detail, with the ability to maintain a high level of accuracy.
A flexible, pro-active approach to work including the ability to prioritise.
Ability to deal with sensitive information with discretion and to maintain confidentiality.
Ability to work on own initiative.
Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.
Responsibilities:

Manage CEO’s electronic diary, assessing the priority of appointments and reallocation as necessary.
Manage CEO and the executive team’s (where required) travel arrangements (including transport, accommodation and visas).
Process CEOs correspondence, ensuring that incoming correspondence is dealt with by/or on behalf of the CEO, or other colleagues as appropriate.
Maintain CEO’s office systems, including data management, filing and records of contacts.
Screen calls, enquiries and requests, and deal with them as appropriate.
Assist CEO in researching and following up with action on matters which fall within their responsibility - chasing responses, triggering follow-up action.
Produce documents, briefings, reports and presentations for the CEO.
Collate board reports and distribute in a timely manner.
Organising meetings and ensure that CEO is well prepared for those meetings, preparing agendas and pre-meeting briefings when required.
Take minutes of meetings, format and distribute as appropriate and follow up action points.
Meet and greet visitors at all levels of seniority.
Liaise with clients, suppliers and colleagues.
Organise company events and conferences.
Control and reconcile credit card spend.
Any other duties as may reasonably be required by CEO and executive team.
Provide reception cover when required, duties may include but not limited to:
Receiving visitors at the reception desk by greeting, welcoming, directing and announcing them appropriately.
Answer, screen and forward incoming phone calls.
Receive, sort and distribute daily mail/deliveries.
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
What will you receive:

Required Knowledge, Skills, and Abilities

Experienced Personal Assistant at board level. Experience of electronic diary management. Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external. Ability to organise and plan own work. Excellent attention to detail, with the ability to maintain a high level of accuracy. A flexible, pro-active approach to work including the ability to prioritise. Ability to deal with sensitive information with discretion and to maintain confidentiality. Ability to work on own initiative. Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint. Responsibilities: Manage CEO’s electronic diary, assessing the priority of appointments and reallocation as necessary.