Executive Secretary

Variety and Challenge. Growth and Opportunity.

In the retail business, we move fast. We’re always adapting, evolving and innovating. And the fast pace brings variety and challenge, along with continued growth and opportunity.

**Job Summary**
To provide professional, effective and proactive PA support to our Vice President, European Brand & Marketing Director. You will be a central figure to the department; highly motivated, professional and efficient individual who loves to communicate, plan, priorities and stay on top of the VP’s activities, working closely with other departmental PA’s in the smooth running of a large international department. You will work on a 121 basis with the VP, however you will also be expected to provide secondary support to the VP’s direct reports.
**Key Responsibilities**

**PERSONAL ASSISTANCE TO VICE PRESIDENTS**
- Provide comprehensive enabling support to VP, European Brand and Marketing
- Act as point of contact and first filter between VPs and internal and external enquiries
- Extensive diary management, providing decisive but responsive and flexible organisation of the VP’s day
- Ensure VP is kept informed of any changes in their daily itinerary
- Organise and manage internal and external meetings, anticipating the needs of those meetings, researching and collating relevant documentation and information where appropriate
- Organise and coordinate weekly, bi-weekly and monthly meetings with direct reports and their teams
- Collate and distribute incoming weekly and monthly finance, planning and analysis reports
- Manage circulation of information and reports to the Group Brand & Marketing Department and, where necessary, the Executive and SLT
- Compose and prepare PowerPoint presentations, Word documents and Excel spreadsheets, ensuring deadline compliance
- Create international and domestic travel itineraries, including flights, transportation, accommodation and meetings
- Produce and process VPs travel and subsistence expenses on a monthly basis
- Provide PA cover during absences, to Senior B&M VP and two other VPs
- Work closely with other B&M PAs to coordinate Management Team meetings and workload
- Update and maintain records of corporate and department documentation
- Ad hoc research of companies/professional publication subscriptions/relevant conferences and exhibitions
- Proofread correspondence, information and presentations for grammar, spelling and punctuation, with great accuracy
- Participate in PA Group meetings and activities to share best practices and build good relationships with other assistants within the global TJX family

**OFFICE MANAGEMENT**
- Work with and regularly update Finance team to ensure compliance with Headcount Plan, confirming all personnel changes as they occur.
- Coordinate team HR files and work with the HR Services team to maintain records
- Regularly update Brand & Marketing organisation chart and address book, as personnel changes occur
- Compose and issue department announcements about associates, events and celebrations
- Provide support with large Marketing related events such as State of the Company, Red Nose Day, Give up Clothes for Good Campaign and Team Away Days
- Schedule Key department dates (Milestones Calendar), key meetings, Reviews & PDPs
- Manage the Watford Marketing office to provide a pleasant, safe and efficient environment for permanent and visiting Associates and external contacts
- Maintain office equipment and facilities, from printer operation to kitchen supplies
- Support B&M Associates and visitors with regular IT and Microsoft Office queries, Wi-Fi connection, Oracle and TMS issues

**Key Skills, Knowledge and Experience**
- Experience of working as an Executive PA, Senior Secretary or Project Manager in a fast-paced environment
- Tactful, discreet and resourceful
- Comfortable working as part of a team or autonomously
- Fluent in English - proven PowerPoint, Word and Excel experience
- Highly organised and capable of prioritising workload to deadlines without losing your eye for detail - or sense of humour
- Strong interpersonal skills - relationship building, team working, influencing skills

**CORE BEHAVIOURS**
- Takes full accountability for their actions and those of their team
- Role models the company values
- Faces adversity head on
- Challenges the status quo
- Respects and values opinions from diverse population
- Initiates change
- A visible and credible player
- Stands firm when necessary. Manages conflict
- Proactively removes obstacles
- Takes calculated risks
- Strives to make continuous improvements
- Is flexible. Takes on board new ways of thinking
- Understands the company’s culture and how to navigate through it
- Understands other areas of the business and their impact on each other
- Is passionate about enhancing customer service
- Engages and inspires others to deliver the appropriate customer service
- Partners effectively with other areas of the business
- Values each p