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PA to the Office of the CEO (Maternity Cover)

Department:  COO
City:  London
Location:  GB
INTRODUCTION

Founded in 1856 by Thomas Burberry, Burberry is a global luxury brand with a distinctly British attitude. We are a global business with an extensive network of both owned and franchised stores across EMEIA, Asia Pacific and Americas. We are digital pioneers, and innovative technology underpins every aspect of our business, from product design to distribution and marketing. We believe that modern luxury means being socially and environmentally responsible; this mindset is core to our business and key to our long-term success.

JOB PURPOSE

The Personal Assistant plays a pivotal role in the team by providing comprehensive administrative support to the Chief Executive Officer and his Office, ensuring the smooth running of all administrative tasks.

RESPONSIBILITIES

Travel & Expenses

  • Working closely with the Office of the CEO to plan detailed and comprehensive travel itineraries for the CEO
  • Accountable for all travel arrangements (e.g. flights, hotels and taxis)
  • Collating, processing and management of all expenses.

 

Diary & Meeting Management

  • Arrange meetings for the CEO, with direction from the Office of the CEO
  • Time keeping/checking for all meetings ensuring the CEO runs to time
  • Scheduling and agenda point/presentation collection/printing for all Executive Committee meetings, in line with CEO Office process
  • Print and collate agendas and paperwork for forthcoming internal and external meetings
  • Maintain the CEO's calendar
  • Track, declare and respond to external invitations and speaking requests

 

Office Presentation & Housekeeping

  • Organise breakfast and lunch for the CEO Office
  • Organise catering for meetings
  • Meet and greet guests
  • Ensure the CEO Office space is kept clean and tidy and the CEO's meeting table is cleared and re-stocked after each meeting
  • Ensure Office facilities are maintained to high standards
  • Ensure phones are answered politely, quickly and efficiently
  • Ensure IT support is always in place and working effectively

 

Office Administration

  • Manage Ariba requests, obtaining the relevant authorisation
  • Raising all necessary Purchase Orders for the CEO office
  • Maintain the gifts and hospitality register for CEO Office
  • Manage all filing for the CEO Office in line with current filing structure and formatiing of key documents
  • Managing and ensuring all contacts are up to date for CEO Office
  • Maintaining a record of petty cash and all personal card transactions for the CEO
  • Run ad hoc errands as necessary
  • Open and distribute all post as required
  • Room booking management
  • Management of SLT whereabouts calendar
  • Manage all courier requests for CEO Office
  • General office administration including ordering of stationery
  • Helping with personal administration fro the CEO (35% of time)

 

Working Relationships

  • CEO and EA to the CEO
  • EAs and PAs across all ExCo/SLT members
  • EAs and PAs to Board members
  • EAs and PAs to key external contacts
  • Executive Administration
  • VIP IT support
PERSONAL PROFILE
  • Previous experience of working as a PA to Senior Management
  • Highly computer literate, particularly in Word, PowerPoint and Excel
  • Experience in Concur preferred
  • Experience with using Ariba/SAP preferred
  • Experience in using technology for meetings (VC, teleconference, skype, webex etc)
  • Strong administrative and organisational skills with the ability to multi task
  • Ability to handle sensitive information and act with a high degree of discretion
  • Professionalism and a high degree of confidentiality and integrity
  • Ability to be very flexible and to re-prioritise near-term assignments
  • Strong communication including excellent written and spoken English, interpersonal skills and attention to detail
  • Ability to remain calm in a high pressure environment and prioritise
  • Proactive
  • Diplomatic
  • Punctual
  • Ability to work as a team, whilst also demonstrating initiative and flexibility where necessary
  • Meticulous attention to detail and high degree of accuracy 
  • Natural ability to appear calm and professional while working in a highly pressured environment; the individual will regularly present as the first point of contact in the Office and therefore professional image is essential.


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