Personal Assistant to Director

5 months ago

London, United Kingdom Pizarro Full time

**Job Description - Executive Assistant to José Pizarro (EA)**

The EA post is established to work closely with managing director José Pizarro and his partner Dr. Peter Meades, company director.  Discretion, flexibility, and confidentiality are essential to the role. The post holder needs to be enthusiastic and assume a high level of personal responsibility, to be proactive in matters arising, and to demonstrate initiative. In tandem with supporting José and Peter, the post holder provides support to the operations (Ops) team to ensure effective administration and extensive diary management, with the aim of maximising efficiency in José’s daily engagements and tasks. 
The EA requires in-depth knowledge of the businesses and organisations within which José works and is involved, including up-to-date knowledge of key personnel, contractors, journalists, suppliers, and companies for whom he is a brand ambassador. 
José prioritises forging and maintaining strong and effective working relationships with people, and as the first point of contact for people inside and outside the organisation, excellent communication skills, enthusiasm and a positive “can-do” attitude are paramount. 
Alignment with José’s business and personal ethos, aims and objectives is essential.

**Daily Duties**
- Daily diary management.
- Liaise regularly with JP’s partner and company director, Peter Meades, to ensure effective diary management in relation to various personal and professional engagements.
- Screening phone calls, enquiries and requests, and handling them when appropriate
- Taking dictation
- Meeting and greeting visitors at all levels of seniority
- Attending meetings with or on José’s behalf; ensuring José is well prepared for meetings with correct information and documentation.
- Arranging travel, visas, and accommodation and, occasionally, travelling with José to take notes at meetings or to provide general assistance during meetings and presentations.
- Producing documents, briefing papers, reports, and presentations etc.
- Carrying out background research and presenting findings
- Book transportation, restaurants etc. both in the UK and abroad as and when required.

**Sales & Purchasing**
- Raising and recording purchase orders for products and books
- Raising and recording invoices for products, books, services and reimbursement of expenses
- Overseeing the orders and invoices in connection with importing products from Spain, ensuring payments are made and relevant documentations sent to UK accountants.

**Contract Work**
- Liaising with clients and agents on José’s behalf
- Checking proposals, draft contracts and other forms of fee arrangements in advance to be agreed by José
- Raising and chasing invoices for fee-earning work
- Logging fee earnings for tax return
- Arrange cleaning services at JP’s residence
- Ensure Conchi and Pie ( José and Peter’s dogs) are fed, walked and looked after, as required.
- Ensure dog sitting is arranged when required as well as regular vet’s appointments, travel requirements and visits abroad.
- Ensure all artwork is insured and correctly categorized.

**PR/Marketing**:

- To liaise with the Directors, PR/marketing consultants and staff to ensure the smooth implementation of the tasks identified in the PR/Marketing plan, including as a minimum:

- Assist with the management of special events and promotions both in the restaurant and off-site (outside catering, events or festivals)
- Co-ordination of marketing/PR activities that are jointly taking place with sister restaurants.
- Liaising with PR/marketing consultants to ensure consistency of branding and marketing materials across output. Valentina.

**Events**
- Assistance with all personal travel arrangements, flights and accommodation booking, ground travel, transfers, and detailed itineraries with all pertinent contact details, as required.
- Responsibility for the assessing, planning, organizing and implementation of all aspects of events such as private hires, photo shoots, filming, book launches, and others as required.

**Office Management**
- Maintenance of spreadsheets recording revenue from fee-earning work, books and importing
- Collection, printing and collation of expenses for the tax return
- Preparation of the tax return submission to Jose’s tax accountant.

**Customer Service**
- As a direct representative and “face” of José Pizarro and the wider brand, excellent interpersonal skills and diplomacy are required.
- Provide a friendly, courteous, professional service always.
- Demonstrate high standards of office and personal presentation.
- Responsibility for the assessing, planning, organising and implementation of all aspects of events such as private hires, photo shoots, filming, book launches, and other as required.
- Assistance with all personal travel arrangements, flights and accommodation bookings, ground travel, detailed travel itineraries, and contacts, as requir

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