PA to MD job in Trafford Park


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Job Ref: 7401


Location: Trafford Park

Salary: £Competitive

Date Posted: 25-07-2022

Category: Administration Office Support, PA & Secretarial

Alexander Hancock

Our client is a well- established and dynamic organisation who are seeking a PA to the MD on a 12 month contract. Competitive salary and excellent benefits. Advanced excel skills essential

Role Purpose:

The PA to the MD / Office Administrator will provide a comprehensive and efficient administrative support function. They will be an effective communicator, with excellent self-management and organisational skills and are able to take ownership of any issues and resolve them effectively. Being able to maintain confidentiality at all times is vitally important in this role.

•Efficient diary management and coordination of MD’s calendar

•MD’s monthly expenses collated, checked, reconciled and submitted

•General administration and PA tasks carried out efficiently and promptly as necessary

•Travel arrangements organised on behalf of the MD, including air and train travel and accommodation

•Up to date travel documentation such as visas available when required, with replacement documents arranged prior to expiration

•Up to date knowledge of current affairs and the Foreign Office Travel Advice Website information utilised minimising risk when travel is booked

•Currency for business trips organised as required

•Travel for other directors is organised and booked, including air and train travel and accommodation

•Monthly expenses collated, checked, reconciled and submitted on behalf of other directors

•Maintain robust and accurate paper and electronic filing systems, maintaining confidentiality and ensuring compliance with GDPR

Price Lists

•Complex excel price lists are maintained / updated accurately and in a timely manner

•Seasonal price list meetings are organised including booking meeting rooms and inviting / confirming relevant attendees

•SMS and other amendments are managed following sales launch with lists issued to Country Managers for sign-off before they are passed to Marketing for printing

Product Launch

•Suitable venues for twice-yearly product launches are researched with key stakeholders and contracts agreed with and rooms booked at chosen venue

•Accommodation and dining options for attendees are arranged in line with requirements

•Acts as first point of contact for delegates and venue/events contacts to ensure smooth running of the launch

•Invite lists are compiled and destination travel arrangements made for delegates Inc airport transfers

•Timetable is printed, shared and clear

•Evening events / entertainment is organised

•Invoices are paid in a timely manner

Clearance Lists

•Clearance lists are formulated using information provided from Merchandising and Sales departments

Office Administration

•Internal and external meetings, both face to face and virtual, made with all appropriate provisions and attendees confirmed

•Meetings attended where required with notes/action points taken accurately and circulated afterwards in a timely manner

•Sufficient administrative support provided with high accuracy and efficiency to internal stakeholders across the business as required

•All administrative queries dealt with on time and professionally with a high attention to detail

•Robust and accurate paper and electronic filing systems maintained confidentially and compliant with GDPR regulations

•Bespoke ad hoc projects and tasks completed as required. These will involve the use of excel and hence advanced excel skills are essential.

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