Title:  PA to GPC East Leadership

What will you be doing?

The purpose of this role is to provide confidential personal assistant support to assigned members of the Senior Management team based in our Sutton office. This role will be based in the Sutton office. Due to the nature of this role, we require someone experienced in handling sensitive information in a confidential and discrete manner.

• Maintenance of diaries, including extensive organisation of both internal and external meetings.
• Extensive arrangement of UK and worldwide travel, transportation and accommodation as required. This includes arrangement of appropriate visas and any medical requirements for travel, along with completion of expense claims for managers.
• Preparation of confidential documentation, letters, presentations and spreadsheets.
• Use of Outlook for internal correspondence and for communication with outside organisations. Dealing with incoming and outgoing email correspondence.
• Answering, screening, and dealing with telephone calls. This will involve extensive liaison with senior managers, team members and outside parties. A friendly telephone manner is essential.  Greeting of visitors is also necessary as and when required.
• Dealing with day-to-day requirements during the absence of the managers, including email management when required.
• Organisation and coordination of both in-house and offsite events from concept to completion, such as private dining, team dinners, workshops, seminars, Microsoft Teams Live events, external conferences.
• This also includes management of event logistics such as airport transfers for global travellers, group hotel bookings, catering and dietary requirements, meeting room bookings and external team building.
• Build and maintain effective working relationships with key stakeholders. Working closely with Global Travel Manager, ATPI Travel, Facilities, Lexington Catering and external stakeholders.
• Assisting managers with invoice and purchase requisition approvals in SAP, as well as setting up Purchase Orders as and when required. Ensuring all vendors are set up with SCM and completing all necessary documentation required.
• Completion of timesheets in SAP for managers, in line with local requirements.
• Use of in-house systems such as SharePoint.
• Ordering of business cards for managers when required
• Ensuring organisation charts are updated, using PowerPoint and Visio.
• Maintenance of internal SharePoint sites.
• General office duties including photocopying and shredding of confidential information as and when required.
• Assistance with holiday cover while other members of the team are on vacation.
• Ensuring adherence with relevant document standards as laid down in the Company Management System.

What experience would we like you to have?

• Strong secretarial skills at a senior level within an international organisation
• Excellent written and oral communication skills
• Self-motivated and highly organised professional with excellent project management skills
• Enthusiastic, self-starter with excellent attention to detail
• First class organisational and confidentiality skills
• Good IT literacy is essential for Microsoft 365; Outlook, Word, PowerPoint, Excel and Teams
• Driven and flexible individual with willingness to adapt and use own initiative
• Proficient in multi-tasking and prioritisation, handling short term deadlines and conflicting priorities
• Hands on approach is required, as role holder needs to be able to take initiative and flag issues before they arise
• Must be able to build good working networks with all interfaces
• Ability to work as part of a hardworking and dedicated team