PA to Head of Function

Description:

PA to Head of Function (Supply Chain)

Key Responsibilities

We are looking for an experienced Personal Assistant, to provide pro-active and coherent organisational assistance to Supply Chain Head of Function in order to optimise his/her proficiency. Provides a professional interface between the Head of Function and their department, the company and all external suppliers, individuals, or agencies. Performs various duties of a responsible and confidential nature, often to deadlines. Maintains highly confidential information and files and effectively organises and expedites the flow of work through Supply Chain Management

The PA to the Head of Supply Chain is a key member of the department working to ensure that the demands on the Head of Function are effectively managed and the department infrastructure is efficient and operates to meet the needs of the department team members.

The role includes but is not limited to:-

Prepares and Organises - Ensures Head of Function has relevant preparatory information for meetings and workshops, schedules appointments and makes arrangements for meetings, conferences and travel.
Organises and maintains confidential files of correspondence and records, following up on pending matters.
Prepares special reports, gathering and summarising data. Prepares complex correspondence, reports and presentations. Attends meetings as and when required, circulating notes and actions when required.
Communicates - Instructions or desires to the immediate business or other departments/individuals and obtains information from other Directors and Senior Managers, initiating follow-up action as required.
Responsible for disseminating All Staff e-mails, acts on/manages external and sensitive telephone calls on senior manager's behalf, has delegated authority to undertake responsibility for ensuring actions have been completed on behalf of Director's/Senior Head of Function's behalf. Employs excellent English written and verbal skills on a daily basis.
Manages and Mentors - Manages and supervises departmental contracted administration support staff, ensuring department support needs are met in a timely manner.
Acts as a mentor and coach as required and provides training and support on company systems within areas of expertise.

Experience

Previous secretarial/PA/Administration experience in supporting Senior Managers.
Experienced in creating and maintaining high quality reporting pack for weekly/monthly reports for various audiences