Location
City of London, Greater London | United Kingdom
Job description
We are currently seeking an interim Personal Assistant, to work with our global FMCG client, renowned for brands such as Dove, Sure, Persil, and Simple, to become an integral part of their fast-paced FMCG environment.
This is a hybrid position based at Blackfriars on London's Victoria Embankment, just a short walk from Blackfriars tube, a minimum of 3 days per week. This is a full-time temporary role for 6 months, requiring 36.25 hours per week, Monday to Friday. Compensation for this role is competitive, paying up to £46,500 per annum, pro rata, depending upon experience.
Due to the urgency of the role, we are looking for candidates with less than a 2-week notice period.
The role best suits a self-starter with attention to detail, who can anticipate the needs of the leader and the team, and someone with excellent communication skills and an upbeat attitude who is adaptive with constant change. While the team has a London base, it is truly composed of an international footprint, and will require you to work with a very international & multi-cultural network both inside the business and externally, including with our agency partners and external engagement industry bodies and opinion formers across market research, fashion, beauty and consumer health.
Key Responsibilities
- Providing full support to the CIO including extensive diary management and forward diary planning, with multiple conflicting leadership teams and agendas and frequent changes and overlaps.
- Short notice travel planning and travel itinerary and agenda development including coordination with destination visit teams across multiple cities, expenses submissions and tracking of expense approvals and departmental budgets.
- Working on behalf of LM with Finance & Procurement on T&E and budget updates, issuance of DOs and follow through with vendors for timely invoicing and registration of new vendors.
- Meetings management and event management end to end including agenda elicitation and setting, pre read and post read set ups and minutes taking with accuracy and speed.
- Through proactive management, prioritize meetings according to business need and urgency in close communication.
- Ensure the BWILT leaders can prepare in advance and that all agendas and materials needed are set up for high impact meetings and available at the proper times.
- Fully manage CIO's in-box and email management into respective folders for zero weekly in-box, with immediacy of responsiveness/email actions as needed, and provide responses on behalf of LM where possible/appropriate.
- Support with personal matters such as health insurance, external committees, relocation and tax liaisons.
- Manage logistics, coordination and outputs of various CMI initiatives across the Insights Teams and BGLTs such as Get on The Frontline, Consumer and Customer Connects, Consumer Roadshows, Consumer Diaries and Consumer & Influencer Panels.
- Develop simple playbooks and guides for key CMI roles and initiatives.
- Communicate and collaborate effectively with to the team and intricate network of various Leadership Team PAs to anticipate and solve problems before they occur, being comfortable working both in a face-to-face and in a virtual environment with people from different cultures around the world.
- Demonstrate strong interpersonal skills, flexibility and enthusiasm, building the reputation of the B&W Insights team as a true partner to the rest of the UL business by acting as a point of reference.
- Liaise with the Office of the UL CDCO and CEO for meetings and material preparation.
- Organise international and local travel, including independent preparation of itineraries, visas, hotel bookings, etc.
- Organising meetings, workshops, internal and external small and large events and offsites, including booking meeting rooms, venue and vendor sourcing, defining the programme, arranging team activities and logistics and ensuring technical set-up runs smoothly.
- Set up and maintain email distribution lists, internal and external contacts databases, budget and cost centres tracking, and MT sites/SharePoint across various LTs.
- Building and upkeeping regular organigrams, working closely with multiple HR, Finance, Marketing, R&D and Customer Channel LTs and members
- Manage the team communication and information sharing e.g. Microsoft Teams sites, Kanbans, leveraging Agile methodologies and handling with trust, sensitive and discreet confidential information.
- Raise, track, and close of Purchase Orders and equipment when needed, liaising with procurement & suppliers to ensure prompt payment.
- Support workplace set up for the B&W Insights area within the BG, supporting IT needs for the team and movers to the UK and new joiners with their onboarding.
- Coordinate key CMI and Gym events in collaboration with Corporate CMI.
Key Skills Required
- Previous experience in a similar role.
- Demonstrable strong interpersonal skills, flexibility and enthusiasm.
- Digital office and communication tools savvy with an agile and learner profile
- Ability to juggle and change priorities quickly.
- Discrete and discerning with high composure and confidentiality awareness, superfluous organisation skills and can-do mindset, integrity, accountability and a healthy dose of sense of humour.
- Beauty and wellbeing interests and passions are a plus.
Some travel to Port Sunlight may occasionally be required.
Job tags
Salary
£46.5k per annum
