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We are looking for a talented PA to support a Board Director of a leading national retail firm. The role is based in Southampton and will be based in the office 3 days with 2 working from home. This Director holds a very important role in this large business and has a Leadership team reporting into him. The role will be providing PA support to him and the 3 Directors in his Leadership team, with roughly a 70:30 split. He requires a PA who is going to take the time to learn about the business areas he is in charge of and how they operate so they can connect the dots on what meetings, commitments or deadlines are priorities and consequently pre-empt and organise his schedule in a way that will best maximise his time and efficiency along with the Leadership team. The ideal candidate will have high EQ and be good at building relationships whilst also acting as the Directors eyes and ears across his team to ensure things are going smoothly. As he is a Board member, there will be lots of liaising with stakeholders and senior individuals across the business and parent company on his behalf, so someone with strong written and verbal communication skills is paramount. He is a charming, relatable, down to earth and impressive individual who will be a delight to support. The role incorporates the following key responsibilities:
- Diary and email management using your judgement and initiative to manage, prioritise and escalate things where appropriate
- Meeting organisation including departmental events, off-site meetings and social activities with internal and external stakeholders. Ensuring that all digital facilities/rooms/venues are booked where applicable
- Manage travel arrangements, such as flights, cars and trains, ensuring the most efficient mode of transport and timings are selected within budget
- Preparation of relevant documents for meetings including support with writing papers and preparing presentations
- Dealing with routine administration, post and enquiries via email and telephone, filtering where necessary and dealing with enquiries
- Attend meetings as required, taking minutes and following up on agreed actions
- Provide SAP HR functional administration, including maintaining absence, holidays etc
- Process invoices and expense claims
- Assist with creating new starter induction schedules, ensuring user system is set up and they have equipment ready on their first day
- Assist other Functional PA's to cover for holidays and sickness
- Be a point of contact for team members
Experience required:
- Proven experience of working as a PA in a busy environment, providing efficient administration support
- Excellent communication / inter-personal skills – verbal and written; communicate simply and clearly with confidence to liaise with stakeholders at all levels
- Proven organisational skills - able to work in a logical and methodical way and to manage multiple projects simultaneously
- Ability to maintain focus and attention to detail when under pressure
- Proactive and driven to meet deadlines
- Excellent attention to detail
- The ability to work remotely whilst maintaining strong communication with all stakeholders
- Ability to challenge confidently and respectfully
- Able to act professionally and with discretion, maintaining confidentiality
We are looking for someone who has at least 3 year PA experience or more and who has supported at a senior level. You must be super organised, have excellent attention to detail and great communication skills, with a curious mindset and a hunger to grow and learn. This is a really brilliant role for a skilled PA, who is proactive, grounded and has a bundle of common sense and initiative.
Please note, due to the high volume of applications we receive to every job we post, we are only able to respond to successful applicants.
