Personal Assistant

An exciting opportunity has arisen to join one of the world's most successful, purpose-led businesses, our client, a leading global FMCG company with Brands such as Dove, Knorr, Persil and Magnum, as a Personal Assistant based at their iconic Head Office in Blackfriars, London with a minimum of 2 days per week working in the office (Flexibility is required as the successful candidate will need to attend site when required)

This is a full-time temporary role to last until end December 2024, working a 36.25-hour week, to start ASAP. This role is paying up to 37,000 per annum, pro rata, depending on experience.

Business Context

The Growth and Marketing Office (GMO) drives value for today and pioneers for tomorrow, delivering against UL Growth Action Plan (GAP), in service to the Business Groups (BGs) strategies and priorities. GMO will drive transformational growth through disruptive marketing & innovation ideas, commercial adoption of digital and AI, and modern marketing capabilities like social first, and real-time performance marketing.

Purpose of the Job

This role will provide PA support to 2 leadership roles in GMO. While this leadership 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 industry bodies.

• Providing full support, including extensive diary management and forward diary planning, with multiple conflicting leadership teams and agendas that will have frequent changes and overlaps.
• 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.
• Organize international and local travel, including independent preparation of itineraries, visas, hotel bookings, etc.
• Working on behalf of leadership with Finance & Procurement on T&E and budget updates, issuance of Purchase Orders 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.
• 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.
• Liaise with internal departments and external providers for meetings and any related material preparation for events.
• Organizing 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.
• Raise, track, and close of Purchase Orders and equipment when needed on behalf of the leadership team and their direct teams, liaising with procurement & suppliers to ensure prompt payment.
• Support workplace set up for the group, supporting IT needs for the team and movers to the UK and new joiners with their onboarding (Joiner, Mover, Leaver (JML) processes).

Experience / Skills

The role best suits a strong team player and self-starter with attention to detail, who can anticipate the needs of the leader and the team. Someone with excellent communication skills and an upbeat attitude who is adaptive with constant change.

• Critically, you must be well organised, able to prioritise tasks of high complexity and can build relationships with an international network and key stakeholders across different levels in and out of the organisation.
• Track record of high performance as a Personal Assistant and experience working in a regional or global organization across time zones.
• Excellent in Microsoft applications including Outlook, Word, Excel, Power Point, Sharepoint/One Drive and MS Teams. Digital office and communication tools savvy with an agile and learner profile.
• You must be comfortable working in a virtual environment and building collaboration with people from different cultures around the world.
• Initiative to think proactively how to support the leadership team to be as efficient as possible in using their time.
• Working independently with numbers, budgets, meetings agendas and minutes.
• Trustworthy and sensitive when exposed to confidential information. Discrete and discerning with high composure and confidentiality awareness, superfluous organisation skills.

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