PA to General Manager, Marketing and Supply Chain (Maternity Cover)

Posted 17 November by Birds Eye

Supporting the UK & IRE General Manager, Marketing Director and Supply Chain Board Members with full secretarial and administrative responsibilities required for the function.

Day to Day Duties:

  • Act as the central contact point for the UK teams in processing queries in a timely, prioritised and efficient manner also ensuring the right people always have access
  • Effective management of busy and complex diaries and providing whereabouts to other team members on weekly basis
  • Preparing Expense claims for the UK & IRE General Manager, Marketing Director & Supply Chain Director and assisting other board members with their expenses
  • Book travel for directors using online tools
  • Pro-active management of all correspondence and effective production of communications and presentations from notes and briefs
  • Attend, manage agenda, minute taking and progress chase for function meetings and Produce clear and accurate communication items as required by the UK & IRE General Manager & Marketing Director
  • Managing relationships with external suppliers and customers and support the timely flow of information for internal and external client requirements
  • Arrange and organise both internal / external meetings and conferences including booking of rooms, catering requirements, and equipment. Managing the attendance lists and scoping out venue options for up to 300 people
  • Manage invites, Organising vouchers & certificates for nominations and winners of the Nomad Food People Awards
  • Weekly collation of PowerPoints and drive of the town hall meeting
  • Liaising with external Companies on award entries and organising award events attendance and supplying the Teams with the relevant information needed
  • Act as Department IT Coordinator raising tickets when needed
  • Budget Management - raising PO’s, invoice checking, organising approvals, receipting. Raising new vendor documentation. Liaison with Accounts Payable Team, And other invoice & accounting related activities
  • Be the key contact for all new starters and conduct effective inductions and system training, to include keeping up to date the Birds Eye induction booklet
  • Support the media team with TV advertising agencies and ensuring purchase orders are raised in line with budgets ready for adverts to be aired on TV
  • Assist the project management team on various projects
  • Use the product catalogue and work with supply chain to get products into our staff shop on a weekly basis for employees to take home, this includes sending out the 'menu template’
  • Working closely with other PAs providing holiday cover when required
  • Be a participant in the PA meetings and facilities meetings and share information with the Teams
  • Complete health and safety checks of the office and report findings back to the Facilities Manager
  • Work closely with facilities and reception to ensure smooth office running’s, to include things such as office clear outs, meeting room requests, office temperature control
  • Source products for product tastings and liaising with the kitchen on organising cook ups
  • Liaise with Employees from group and overseas and provide support where needed

Criteria

  • Demonstrates discretion and confidentiality
  • Highly organised
  • Proactive, motivated, and enthusiastic
  • Self-starter managing ever changing and conflicting priorities
  • Excellent IT skills - Powerpoint, Word, Outlook, Excel
  • Flexible in approach to working hours when required
  • An ability to think ahead and demonstrate a high level of initiative
  • Ability to manage a varied and flexible workload
  • Comfortable working with autonomy and ambiguity
  • PA experience working at a senior executive level
  • Able to prioritise workload and work to tight deadlines with quick turnaround
  • Capable of managing multiple tasks, prioritising and thinking further out
  • Able to work with people at all levels of the organisation
  • Management of budgets

Reference: 44490361

Bank or payment details should never be provided when applying for a job. For information on how to stay safe in your job search, visit SAFERjobs.

Report this job