Personal Assistant

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Main Purpose of Role:
To provide high-level support to a group of Executive Directors, ensuring the smooth execution of their daily responsibilities. This role also includes offering back-up assistance to the Executive Assistant to the CEO.Executive Support
- Proactively manage complex diaries for Executive Directors, ensuring optimal scheduling with no conflicts and efficient use of time
- Prioritise meetings based on urgency, duration, and alignment with ongoing initiatives
- Ensure Executive Directors are fully prepared for meetings by coordinating pre-meeting briefings, gathering necessary materials, and allowing adequate prep time
- Coordinate UK and international travel, including itinerary planning, in collaboration with the Office Administrator
- Prepare professional correspondence, reports, agendas, and presentations as needed
- Schedule recurring and ad hoc meetings, including:

- Monthly Trading Meetings across business divisions
- Performance Reviews and regular 1:1s with direct reportsCEO and EA to CEO Support
- Provide on-site support to the CEO during visits to the Liverpool office
- Act as a secondary support to the Executive Assistant to the CEO, ensuring continuity of assistance during peak times or absencesMeeting & Office Coordination
- Manage meeting room bookings, ensuring readiness and availability for both internal and external meetings
- Coordinate setup and breakdown of meeting rooms with Facilities and IT teams
- Liaise with employees to rearrange meetings when necessary
- Arrange catering for meetings and events, and manage related payments
- Schedule and support internal briefings, employee events, off-site sessions, and client hospitalityAdministrative Operations
- Submit Executive Directors’ expenses accurately and on time
- Raise and track purchase orders and update the Gifts & Hospitality register
- Maintain oversight of office supplies, including ordering stationery, catering, tea/coffee, and managing post
- Ensure compliance with document retention policies, including periodic file reviews and secure disposal
- Provide support to all departments by sharing office-related knowledge and assisting with general administrative needsReception & Visitor Management
- Provide reception cover as required, ensuring visitor protocols are followed and security measures are upheldCulture & Community Engagement
- Lead and coordinate internal social events from planning through to execution and cleanup
- Manage charitable initiatives, maintain charity partnerships, respond to donation requests, and liaise with clients, the public, finance, and fulfilment teams to ensure compliance with proceduresQualifications and Experience
- Prior PA experience for a Board Director
- Experience of prioritising, planning and delivering own workload to meet deadlines
- Experience of preparing and delivering reports and presentations
- Experience of using a variety of systems and databases
- Accurate keyboard skills and a strong working knowledge of MS Outlook, Word, Excel, PowerPoint
- Impeccable English - oral and writtenPerson specification

The PA to Directors will have regular contact Executive Board members and must be experienced in handling sensitive situations and confidential material.
- Excellent verbal and written communication
- Ability to build strong working relationships, specifically when representing executives with the appropriate tone, diplomacy and sensitivity
- Excellent attention to detail
- Capable of working under pressure and to tight deadlines
- Skilled in prioritising conflicting needs, handling issues quickly and proactively, following through projects to successful completion
- Initiative and ability to act independently as appropriate within broad guidelines
- Highly organised with a strong delivery focus
- Positive attitude and approach, and a strong desire to provide high levels of service
- Emotional resilience, able to put self aside and smooth potentially tense situations, and contribute positive energy and good humour to the business
- Strong team player with a flexible attitude
- Demonstrable passion for the business, and an understanding of the key commercial issues