Personal Assistant to General Manager

Role Responsibility

1. Provide PA Support

• Effectively manages the diary for each Director
• Acts as a gatekeeper in terms of access to the directors
• Monitors the mailbox for each director, sifting, sorting and actioning mail as required
• Produces typed work that is consistent in its standard and accuracy
• Provides a shorthand or speed note taking service as required
• Coordinates and organises meetings
• Compiles travel itineries and arranges travel and accommodation requirements
• Provides filing and administrative support
• Collates together PowerPoint presentations’

2. Ensure smooth running of the office

• To provide a point of contact for the Directors and all key stakeholders
• Orders consumables in line with budget allowances and ensuring no shortages occur
• Identifies any health & safety risks in the office and contacts the relevant department to resolve
• Works with IS support to resolve any IT issues efficiently when required
• Opens, sorts and actions all incoming mail
• Organises catering as required from lunch for a director to a group lunch or event
• Supports on team initiatives

3. Collate information as required

• Produce visual presentations
• Ad hoc involvement and support for projects
• Supports and co-ordinates roll out of ad hoc initiatives
• Preparing weekly financial reports for trade meetings and business reviews

4. Support control of expenditure on local expense codes

• Co-ordinates sundry expense spends by referring requests to the relevant budget holders
• Codes invoices upon receipt to the correct expense lines
• Actions directors expenses through correct process to ensure speedy payment
• Tracks spends against budget – is aware of YTD spend levels

The Ideal Candidate

Person Specification

• Highly organised
• Strong problem solving skills
• Resilient and able to manage a heavy workload
• Operates proactively
• Excellent communication skills both verbally and in writing
• Ability to multi-task and manage time effectively
• Flexible
• High attention to detail
• Highly confidential and discrete
• Numerate and PC literate (Word and Excel)

This is a maternity cover FTC for 1 year completing at the End of June 2022

Package Description

Job Introduction

To provide a highly professional, meticulous and reliable support service to the General Manager.

Key to this role is providing the right PA support to enable the GM to work as efficiently and effectively as possible.

Selfridges