THE ROLE

To provide high-quality and confidential personal assistant support to the Group Chief Operations Officer and UK Chief Operations Officer.

Candidates will need to be proactive and can work with a high degree of flexibility in a fast-moving environment, where diary management can be complex, enabling the effective leadership and operation of the Operations team. The role requires excellent organisational skills, sound judgement, the ability to manage complex and fast-moving priorities, total discretion, and willingness to flex as demands/priorities change.

RESPONSIBILITIES

• Proactive and extensive diary management
• Overseeing the COO’s inbox to categorise emails in order of priority. Responding to emails where appropriate and ensuring that urgent emails are brought to their attention.
• Managing emails and communications, acting as a professional gatekeeper where appropriate
• Planning, coordinating and preparing for internal and external meetings, including managing agendas, papers and follow-up actions
• Organising travel, including flights, accommodation, itineraries, visas where required, and expense claims
• Organising travel arrangements (domestic & international) including preparation of detailed itineraries, accommodation, fulfilling visa applications as required and expense claims
• General expense claim management, training approvals in line with internal controls
• Being part of the team preparing presentations, briefing notes and documentation for Boards, Committees, Operations Leadership Sessions and others as required. Coordinating papers to ensure they are received in timely manner and submitted within deadlines
• Maintaining confidential records and handling sensitive information with discretion. Filing of documents centrally as required
• Produce documents, briefing papers, reports and presentations to a high standard and complying with in-house branding
• Organisation of meetings including preparation of agendas, material and ensuring documentation is circulated in advance, including minute taking
• Assist in the organisation of off-site meetings, arranging appropriate venues, equipment and logistics
• General administrative duties
• Other ad hoc duties as required