Personal Assistant- 12 month FTC

Salary Up to £30,000 per annum
LocationManchester
Job duration12 month FTC
Discipline Digital Technology
Reference004022

We are now recruiting a Personal Assistant to support our Chief Operating Officer, Nuno Miller & Our Director of Strategy and Transformation Jo Clarke here at N Brown Group! You will be responsible for the effective and efficient day-to-day management and organisation of the COO’s activities and business. This will include acting as the main point of contact for the COO, complex diary management, organising and supporting high-level senior meetings, reports, and presentation writing.

 

This role allows a lot of autonomy so you will have the opportunity to make it your own. You will be a highly organised person, with exceptional prioritisation and communication skills. You will be able to use your own initiative to prioritise and manage complex tasks and will have the opportunity to get involved in communications work, project administration and process improvement.

As an experienced PA, you will be confident in working independently as well as being a strong team player and will be required to maintain an understanding of the COO’s strategic priorities and the strategic priorities of the business and apply this awareness to support the COO.

 

What you will be responsible for as PA?

All below tasks are for both COO and Director of strategy and transformation

 

  • Provide proactive day to day management of the COO’s diary, ensuring optimal use of the COO’s time and responding accordingly to all changes. This includes liaising with all relevant parties, arranging and administering meetings and all other administrative support needed by the COO and his senior management team.
  • Ensure all meeting papers are prepared and received in good time to allow the necessary briefing and sourcing of further information, if required.
  • Organising and administering meetings, including scheduling meetings with relevant people, working with the chair/COO to agree and disseminate the agenda, collating and circulating papers in advance of the meeting, minuting the meeting, logging actions and decisions where necessary. Sharing your screen with any presentations required & ensure meeting is keeping to agenda times
  • Tracking actions noted from meetings and following up with relevant people on progress.
  • Drafting formal internal and external correspondence on behalf of the COO.
  • Accurately draft and prepare presentations and reports up to board level, on behalf of the COO.
  • Provide project administration support and manage pieces of work relating to the COO and Digital Technology department.
  • Managing internal communications for the Digital Technology department, including organisation of the weekly stand up and production of the weekly newsletter.
  • Manage relevant expenditure and process expenses.
  • Booking travel, accommodation & checking in for flights / Organising necessary documents like PLF's or visa’s
  • Organising offsite away days, team meetings & socials whilst expecting last minute changes
  • Booking internal and external meetings with meeting rooms & ensuring equipment is ready to use
  • On boarding new staff by ordering IT equipment, creating agendas and ensuring they are set up on all relevant systems
  • Approving direct reports holidays, ensuring cover at all times (creating a Christmas rota for example)
  • Keeping department org chart up to date
  • Getting tea / coffee & lunch
  • Ordering stationary and keeping stocked for department use
  • Printing documents as and when requested
  • Helping direct reports diaries / meeting organisation
  • Cover other PA's holidays when needed
  • Adhoc requests from management / personal errands

 

What skills and experience are we looking for?

  • Previous experience supporting a senior manager or board member; ideally within the technology or online retail sector, in an Agile environment.
  • Excellent communication skills, both verbal and written.
  • Great organisation skills with the ability to manage own time and multitask.
  • Personable with the ability to build and maintain good relationships with all levels of staff.
  • Flexible approach to work.
  • Previous experience of managing complex diaries.
  • The ability to make things happen at short notice.
  • High levels of integrity and discretion.
  • Good problem-solving skills and able to work out flexible solutions.
  • Ability to work alone or in collaboration with other PAs and colleagues.
  • Excellent working knowledge of Microsoft Office computer packages including MS Teams

 

What you need to know before you apply?

  • This is a 12-month fixed term contract
  • Start Date: Immediately
  • Hours per week: 36.17 hours per week. Monday – Thursday 9-5, Friday 9-4:30.
  • Hybrid working-Generally expected to be in the office 3/4 days a week with other day(s) as remote working
  • Salary- up to £30,000 per annum