PA to Global Brand Vice President/Team Assistant

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.
  • Location

    London

  • Sector:

    Administration & Secretarial

  • Job type:

    Remote Working

  • Salary:

    Up to £35000 per annum

  • Contact:

    Manpower UK

  • Job ref:

    BP/12009/PA_1612975136

  • Published:

    18 days ago

  • Duration:

    12 Months

  • Expiry date:

    2021-03-10

  • Startdate:

    ASAP

  • Client:

    Manpower