Personal Assistant/Team Assistant

Location: Support Centre: London

Hours per week: 37.5

Contract Type: Permanent

Salary: Competitive

Closing Date: 28 February 2020

Personal Assistant/Team Assistant

Reporting Manager: CEO

Job Purpose Summary

  • To provide a range of support services to the Executives/Senior Leadership Team, supporting them with administrative duties.
  • To maintain robust systems and processes that allows effective management of correspondence and documentation.
  • Ensure the Executives are prepared for all activities and ensure the smooth and efficient running of their agenda and diaries.
  • To be a central point of contact for the Senior Team.
  • Link-pin between internal and external contacts

Key responsibilities & accountabilities

  • To develop and maintain effective networks and communications with individuals and organisations both internally and externally regarding the activities of Executive team
  • To arrange and organise meetings on behalf of the Executives and key visitors
  • Management of the executive’s travel arrangements including flights, hotels, rental cars – preparing and managing comprehensive itineraries/logistics
  • Management of the executive’s diary, telephone calls and paper-based mail, as required
  • Support where necessary with the preparation of materials for meetings
  • Support on coordination and communication to the Senior Leadership Team, where required
  • Liaise between UK and Reliance function leaders to help facilitate business activities
  • Ownership of the Business Calendar of meetings and events
  • Support various members of the Senior Leadership Team (e.g. Head of Store Development and UK Trading Manager) with administrative tasks and coordination on communications, where required
  • Conference organisation and venue arrangements for other off-site events e.g. Town Halls, Away Days etc, to agreed cost and quality.
  • Provide supervision and support to the Office Manager/Senior Receptionist
  • Cover the Office Manager/Snr Receptionist duties when required
  • Help coordinate and support corporate social responsiblitiy and employee engagement initiatives e.g. summer/Christmas functions, charity work
  • Provide support with financial matters for example, maintaining costs within budget, invoice management
  • Dealing with customer complaints that come for the attention of directors, in cooperation with customer services
  • Be an active participant of relevant committees e.g. Disaster Recovery planning
  • Set up and maintain electronic and office based filing systems


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