PA to Global Brand Vice President/Team Assistant

An exciting opportunity has arisen for a PA to Global Brand Vice President/Team Assistant to join our client, a leading global FMCG company with Brands such as Dove, Knorr, Persil & Magnum, based at their prestigious facility in Blackfriars, London (to work from home until COVID-19 restrictions are lifted). This is a full-time temporary role for a period of 12 months, working a 36.25-hour week, to start ASAP. This role is paying up to £35,000 pro rata per annum, depending on experience.

The role is to support the Global Brand Vice President as a PA as well as the broader team in London (about 35 people) as a Team assistant. The split between PA and TA is roughly equal.

Key Responsibilities

To provide PA support to the GBVP and Directors including (in priority order):

Proactive diary management and operate an effective bring-forward system for required meeting & presentation materials
Meeting room booking
Video and Telephone Conferencing booking and setup
Travel booking
Processing of expenses
Maintain departmental organisational charts
Produce appropriate internal team communication (e.g., People Moves announcements)

To provide administrative support for the Global Brand Team (~35 people), generally limited to:

Manage Global Leadership Team meeting agendas, collate pre-read, take and distribute minutes
Co-ordinate quarterly brand forums with all markets - organise invitation, gather content and follow up Q&As
Support in organising team events and away-days - offsite meeting, team building and other internal brand events
Management of Purchase Orders process, if needed
Maintain team onboarding programme
Own the JML (Joiners, Movers & Leavers) process on behalf of the team
Record team movement and holidays
Manage the collation and reporting of team sickness and absence
Manage key initiatives for the team (e.g., Office moves, New laptop deployment, software upgrades)

Additional duties

To develop a network of contacts within the business to facilitate GBVP and team manage administrative issues (e.g. IT support, other PA's)
To administer relevant budgets, specifically identifying and correcting booking errors on People and Travel costs
Other responsibilities as defined by the GBVP

Key Requirements

The successful applicant will have a proven track record of delivery in a combined PA/TA type role and be comfortable delivering excellent support to the GBVP whilst maintaining an effective delivery and relationship with the broader team
An ability to prioritise is key as is the ability to manage a broad range of tasks from structured e.g. Taking minutes and diary management to creative e.g. event co-ordination
The ability to demonstrate attention to detail and pride in their delivery highly valued
Experience working in a large organisation with several services provided remotely (e.g., IT, HR, Purchase orders) is a distinct advantage
A natural ability to seek out and connect with "solution providers/fixers", irrespective of whether they are based in the office or remotely
A positive, can-do approach to work, and transparency in communication/sharing ideas, issues, needs, concerns
Need fully operational knowledge of Microsoft Office (Outlook, PowerPoint, Word), as well as Microsoft Live Meeting and Microsoft SharePoint. Must also have basic Excel knowledge.
Excellent time management/organisational skills and high throughput of quality work
Ability to be proactive/work on own initiative
Excellent written and verbal communication
Use of SAP for simple queries would be an advantage