PA to Country Manager, Finance Director & Supply Chain Lead (UK&I

Location

Woking, Surrey | United Kingdom

Job description

Supporting the UK & IRE Country Manager, Finance Director & Supply Chain Lead (UK&I) with full secretarial and administrative responsibilities required for their functions.

• Act as the central contact point for the UK teams in processing queries in a timely, prioritised and efficient manner also ensuring the right people always have access.
• Effective management of busy and complex diaries and providing whereabouts to other team members on weekly basis.
• Preparing Expense claims for the UK & IRE Finance Director, Marketing Director & Supply Chain Director.
• Book travel for directors using online tools.
• Pro-active management of all correspondence and effective production of communications and presentations from notes and briefs
• Attend, manage agenda, minute taking and progress chase for function meetings and produce clear and accurate communication items as required by the UK & IRE Finance Director, Supply Chain Director & Marketing Director.
• Managing relationships with external suppliers and customers and support the timely flow of information for internal and external client requirements
• Arrange and organise both internal / external meetings and conferences including booking of rooms, catering requirements, and equipment. Managing the attendance lists and scoping out venue options for up to 300 people.
• Weekly collation of PowerPoints and drive of the town hall meeting
• Liaising with external companies on award entries and organising award events attendance and supplying the teams with the relevant information needed.
• Act as Department IT Coordinator raising tickets when needed.
• Budget Management - raising PO’s, invoice checking, organising approvals, receipting. Raising new vendor documentation. Liaison with Accounts Payable Team, And other invoice & accounting related activities.
• Be the key contact for all new starters and conduct effective inductions and system training, to include keeping up to date the Birds Eye induction booklet.
• Support the media team with TV advertising agencies and ensuring purchase orders are raised in line with budgets ready for adverts to be aired on TV.
• Assist the project management team on various projects
• Use the product catalogue and work with supply chain to get products into our staff shop on a weekly basis for employees to take home, this includes sending out the ‘menu template’
• Working closely with other PAs providing holiday cover when required
• Be a participant in the PA meetings and facilities meetings and share information with the teams.
• Complete health and safety checks of the office and report findings back to the facilities manager.
• Work closely with facilities and reception to ensure smooth office running’s, to include things such as office clear outs, meeting room requests, office temperature control.
• Source products for product tastings and liaising with the kitchen on organising cook ups.
• Liaise with employees from group and overseas and provide support where needed.

• Demonstrates discretion and confidentiality.
• Highly organised.
• Proactive, motivated, and enthusiastic.
• Self-starter managing ever changing and conflicting priorities
• Excellent IT skills – Powerpoint, Word, Outlook, Excel.
• Flexible in approach to working hours when required.
• An ability to think ahead and demonstrate a high level of initiative.
• Ability to manage a varied and flexible workload
• Comfortable working with autonomy and ambiguity
• PA experience working at a senior executive level
• Able to prioritise workload and work to tight deadlines with quick turnaround.
• Capable of managing multiple tasks, prioritising and thinking further out.
• Able to work with people at all levels of the organisation
• Management of budgets

Job tags

Salary