Executive Assistant - Retail

A bit about the role

An Executive / Personal Assistant is a high-profile role in which you will be responsible for providing key administrative support to the relevant leadership team to ensure efficient and effective workflow in the department. You will build, maintain and ensure the widespread use of efficient systems of working within a fast paced and often challenging environment and support the Directors of and Heads of with diary management and administration . 

In this role you will:

•Effectively manage the diary for the relevant Directors and Heads of, scheduling appointments and meetings

•Create presentations on behalf of the leadership team as and when required

•Compile travel itineraries and arrange travel and accommodation requirements

•Understand the responsibilities of the team by regularly monitoring their mailboxes and responding to relevant requests on their behalf

•Oversee the smooth running of the office, which includes but is not limited to being a point of contact for all key stakeholders, sorting and actioning incoming and outgoing office mail, and handling ad hoc queries from all areas of the business

•Ordering consumables in line with budget allowances and ensuring no shortages occur

•Code invoices upon receipt to the correct expense lines and updates the tracker

•Coordinate meetings, taking minutes, as and when needed

•Produce typed work that is consistent in its standard and accuracy together with the ability to collate and produce visual/PowerPoint presentations

•Action expenses through correct process to ensure speedy payment

•Work with the IT team to resolve any IT issues efficiently when required

•Collate, gather and summarise relevant information and data to support on key projects when necessary

•Assist with ad-hoc off-site meetings, events and visits from VIP guests

•Ensure the department working processes are documented and followed up 

•Involvement and support with ad hoc projects and initiatives

A bit about you

•An experienced and forward-thinking EA/ PA, you will have a background working in a fast-paced demanding environment, ideally in the retail industry. You will have experience managing diaries and travel bookings for multiple people at a time, specifically at senior level

•Technical. You will be proficient in Word, Excel and PowerPoint

•Relationship focused - you will have an excellent track record of building and maintaining strong working relationships. Your interpersonal skills will ensure you have the ability to communicate with individuals across all levels of the business, especially at the senior level. You will also possess excellent writing skills in order to communicate effectively via email and produce high quality correspondence

•Focused - you will have the ability to manage and prioritise multiple demands. You will effectively manage your time between completing any ad hoc requests and fulfilling your normal day-to-day responsibilities. Your excellent attention-to-detail and organisational capability will ensure you respond to requests accurately and efficiently.

•Resilient – your resilience and ability to remain calm under pressure will enable you to deal with ambiguity and work effectively within certain constraints and timelines. You will be proactive and be able to anticipate relevant issues before they arise. Your flexibility will also allow you to be responsive in situations that may change unexpectedly.

•You will be professional and discrete in your use and management of highly sensitive and confidential information.

All team members are expected to be flexible in the work they undertake, which may change from time to time, according to the needs of the business