An exciting opportunity has arisen for a PA to Global Brand Vice President/Team Assistant to join our client, a leading global FMCG company with Brands such as Dove, Knorr, Persil & Magnum, based at their prestigious facility in Blackfriars, London (to work from home until COVID-19 restrictions are lifted). This is a full-time temporary role for a period of 12 months, working a 36.25-hour week, to start ASAP. This role is paying up to £35,000 pro rata per annum, depending on experience.
The role is to support the Global Brand Vice President as a PA as well as the broader team in London (about 35 people) as a Team assistant. The split between PA and TA is roughly equal.
Key Responsibilities
To provide PA support to the GBVP and Directors including (in priority order):
- Proactive diary management and operate an effective bring-forward system for required meeting & presentation materials
- Meeting room booking
- Video and Telephone Conferencing booking and setup
- Travel booking
- Processing of expenses
- Maintain departmental organisational charts
- Produce appropriate internal team communication (e.g., People Moves announcements)
To provide administrative support for the Global Brand Team (~35 people), generally limited to:
- Manage Global Leadership Team meeting agendas, collate pre-read, take and distribute minutes
- Co-ordinate quarterly brand forums with all markets - organise invitation, gather content and follow up Q&As
- Support in organising team events and away-days - offsite meeting, team building and other internal brand events
- Management of Purchase Orders process, if needed
- Maintain team onboarding programme
- Own the JML (Joiners, Movers & Leavers) process on behalf of the team
- Record team movement and holidays
- Manage the collation and reporting of team sickness and absence
- Manage key initiatives for the team (e.g., Office moves, New laptop deployment, software upgrades)
Additional duties
- To develop a network of contacts within the business to facilitate GBVP and team manage administrative issues (e.g. IT support, other PA's)
- To administer relevant budgets, specifically identifying and correcting booking errors on People and Travel costs
- Other responsibilities as defined by the GBVP
Key Requirements
- The successful applicant will have a proven track record of delivery in a combined PA/TA type role and be comfortable delivering excellent support to the GBVP whilst maintaining an effective delivery and relationship with the broader team
- An ability to prioritise is key as is the ability to manage a broad range of tasks from structured e.g. Taking minutes and diary management to creative e.g. event co-ordination
- The ability to demonstrate attention to detail and pride in their delivery highly valued
- Experience working in a large organisation with several services provided remotely (e.g., IT, HR, Purchase orders) is a distinct advantage
- A natural ability to seek out and connect with "solution providers/fixers", irrespective of whether they are based in the office or remotely
- A positive, can-do approach to work, and transparency in communication/sharing ideas, issues, needs, concerns
- Need fully operational knowledge of Microsoft Office (Outlook, PowerPoint, Word), as well as Microsoft Live Meeting and Microsoft SharePoint. Must also have basic Excel knowledge.
- Excellent time management/organisational skills and high throughput of quality work
- Ability to be proactive/work on own initiative
- Excellent written and verbal communication
- Use of SAP for simple queries would be an advantage.
