Executive Assistant

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**:
Reporting to Louise Greenlees, SEVP Group President for Europe, Australia and our International Buying Offices, this exciting and unique role is focussed on providing proactive, discrete and culturally aligned Executive Assistant support in a fast paced environment.

Ranging from extensive calendar and diary management to arranging global travel this full-time role is responsible for managing the busy schedule, in-box, and communications for our Group President, whilst representing our business and culture internally and externally.

**KEY RESPONSIBILITIES**:

- Represent Louise and our business in a professional and discrete manner that aligns with our culture.
- Build effective, culturally relevant, working relationships throughout the global organisation, including other PA’s, relevant senior management, key business partners and external vendors.
- Act as the first point of contact for complex queries and requests from senior leaders, wider business partners and external partners and able to determine relevant escalation.
- Provide full diary management and prioritisation, co-ordinating meetings with internal and external contacts across multiple time zones.
- Proactive planning support, anticipating preparatory needs for meetings, seeking and co-ordinating information where appropriate, altering forthcoming deadlines and maintaining a forward file.
- Provide day to day support for Louise, including:

- Day-to-day management of, and first point of contact for her office, by filtering telephone calls, dealing with standard queries, expenses, typing, editing confidential documents, filing, photocopying, and dealing with correspondence, ensuring confidentiality at all times
- Drafting correspondence, preparing materials and agendas for presentations, meetings, internal and external site visits, and appointments as required. Liaising with internal and external people at all levels.
- Compiling Executive decks or communications as required.
- Providing advance notice for key Exec and individual events.
- Co-ordinating global travel requirements and itineraries for UK and foreign trips.
- Organise group or department meetings as required and make all necessary arrangements including invites, agenda, speakers, venue booking and providing hospitality.
- Act as administrator for department cost centre, including liaising with Finance.
- Raise purchase orders as relevant.
- Maintain Oracle and TMS functions, dealing with holiday requests, PO’s, and invoices.
- Maintain direct report team holiday cover needs.
- Undertake ad hoc projects as assigned by the Group President.
- Keep Louise regularly updated on all matters and priorities.
- Maintain good working relationships and ongoing liaison with other global PA’s to ensure a flow of information, ideas and provide a support network.

**KEY SKILLS, KNOWLEDGE & EXPERIENCE**
- Strong EA/PA experience, skilled at operating within a fast paced environment with the ability to work effectively under pressure.
- Able to effectively and culturally represent the office of the Group President.
- Knowledge of the global business and the ability to recognise and prioritise needs of the business and the Group President.
- Proactive, confident and self-sufficient, able to respond to changing priorities and balance using own initiative with updating the Group President.
- Highly organised and able to prioritise with an eye to detail.
- Able to deliver a professional and confidential service with a high degree of discretion.
- Natural ability to build a strong network of internal and external relationships, coupled with excellent cross functional communication.
- A cultural ambassador for our business, highly positive and motivated
- Excellent Microsoft Office skills (Word, Excel, Powerpoint)

What's In It For You?