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Pa to The Leadership Team
4 months ago
Our client, a non-profit making organisation who is owned by one of the fastest growing Franchise networks in the world with more than 44,000 stores across the world is looking for PA experienced at Executive level (essential) to work for the LeadershipTeam.
Your role will be to provide excellent, efficient, and proactive PA and administrative support on a 4:1 basis to the Leadership Team, including co-ordination, management and facilitation of Committees and meetings they lead.
Duties of the role will include:
- Friendly and approachable to Leadership Team, Board members, Franchisees, suppliers, customers, stakeholders and team members/contractors; building strong relationships with all
- Effective minute taking at Board and business meetings
- All processes managed effectively and regularly reviewed with an aim of continuous improvement
- Quality of documents produced
- Willingness and ability to assist/carry out the principal responsibilities of the job role
- Timely communication to the team and customers
PA to Leadership Team:
- Providing excellent PA support to 4 members of the Leadership Team, with professionalism, discretion and confidentiality at all times. This role may be party to very high level and sensitive information
- Complex and extensive diary management,including:
- arrangement of internal and external meetings (departmental team events and suppliers)
- travel for all business trips including accommodation, transfers/parking and restaurants as needed
- provide all briefing papers and any supporting documentation in advance of meetings
- liaise with the LT direct reports on ensuring 1:1s, performance and target reviews are regularly maintained
- Proactive management of the Leadership Team member's time to ensure it is prioritised in an efficient and effective way to suit the business needs, but also to create a natural balance for wellbeing
- Capture and submit company card and personal expenses monthly within the deadline set by accounts
- Preparation of letters, agendas, reports, presentations, and other documents as required
- Additional ad hoc PA support requirements as needed
Quarterly Board Meetings:
- Working closely with PA to CEO to execute and facilitate quarterly Board meetings to an extremely high standard, including liaising with venues, room set up and ensuring all Board and LT members needs are met
- Attendance either in the UK or Europe for the duration of each Board meeting. This will include, travel, overnight stays and attending organised dinners
- Attend, support and take minutes for all Committees held in the lead up to and during Board meetings, which are led by the 3 Lt members
- Administration management of the Board portal for sharing prereads and minutes from meetings
- Stand in for PA to CEO should she be unable to attend meetings for any reason
Additional Responsibilities:
- Proactively underpin and promote the organisation's business strategy and people at the highest and most influential level with trust and discretion
- Provide cover to the People Support team during absences including but not limited to administrative duties, travel bookings and Reception cover
- Assist with support for LT direct reports, which may include compiling agendas and Power Point presentations, note and minute taking and following up on action points as needed
- Liaise with external suppliers, governing bodies, and clients at various levels with professionalism, putting the client at the heart of everything you do
- Other ad hoc tasks as agreed by PA to CEO
- Consistently demonstrate the company core values, contributing to the business in a helpful, polite and professional manner, whilst willing to undertake any task however big or small
- PA experience at Executive level (essential)
- Minute taking at Board level essential (must attend off site quarterly board meetings with overnight stays. Will also require some European travel)
- Highly organised with excellent time management
- Excellent verbal and written communication skills
- Ability to multitask and problemsolve in a calm manner
- Proven ability to maintain confidentiality with a high level of discretion
- Microsoft Office Skills at an intermediate level: Word, Power Point and Excel
- Management of internal relationships such that confidentiality is never compromised
- Willingness to adapt and learn as the needs of the business change
