Personal Assistant
UBM

Job Reference: UBM-ADM-05794

Location: UBM

Closing Date: 08/06/2019

Department: Administration

Division: Global Support

The role is responsible for providing dedicated PA support to the Group Shared Services Director, as well as some administration tasks in support of the wider Shared Services leadership team.This role requires a team player but one who has the ability to work with substantial independence and initiative - dealing proactively and confidently with a range of people, tasks and situations. You will be used to juggling multiple priorities. You will enjoy working in a fast-pace environment and you will have excellent organisational skills.


KEY RESPONSIBILITIES:
•Manage complex diaries across a number of time zones. Advanced MS Outlook essential.
•Managing multiple mailboxes with efficiency and discretion at all times.•Answer multiple phone lines and taking messages, if necessary
•Manage the processing of invoices via the SAP EFS / Oracle / iProcurement online system. Training will beprovided.
•Manage the processing of expenses via Barclaycard Spend Management / iExpense (online system).Training will be provided
.•Arrange both internal and external meetings and when required collate and issue agendas, attend meetingsand take minutes with agreed follow up actions.
•Notify Front of House (FoH) of external visitors.
•Organising global conference calls – both audio and video as necessary, again across a number of differenttime zones.
•Extensive domestic and international travel and accommodation arrangements.•Personal administration, as and when required.
•Organise departmental events.
•Building strong relationships with all levels across the entire Group and key external stakeholders, both in theUK and internationally. Key relationships for this role will be with EA/PA’s across the business and also the Group Finance, Global Support Finance and the Shared Service Centre (SSC).•Flexibility to cover senior EA’s absence, as and when required.
•Support in preparing presentations, often at short notice. Intermediate user of MS PowerPoint essential.
•Support in preparing reports. Advanced user of MS Word essential.
•Support in consolidating data/reports and data stewardship


KEY RESPONSIBILITIES TO SSC LEADERSHIP TEAM (including but not limited to)
•Arrange meetings and book meeting rooms.
•Domestic and international travel and accommodation arrangements.
•Making up and binding of certain reports (monthly)
•Support in preparing presentations, sometimes at short notice
•Manage the processing of invoices via the SAP EFS / Oracle / iProcurement online system. Training will be provided.
•Manage the processing of expenses via Barclaycard Spend Management / iExpense (online system). Training will be provided.


KNOWLEDGE
•Skills in MS Outlook Word (advanced), Excel (intermediate), PowerPoint (intermediate) and Outlook(advanced).
•Previous administration experience in a team environment (HoD level) including day to day interaction with C-level executives.
•Excellent verbal and written communication skills and professional telephone manner.


SKILLS & ABILITIES
•Excellent verbal and written communication skills and professional telephone manner.
•Strong interpersonal skills with an emphasis on working within a team spirited environment.•High standards of accuracy, quality and attention to detail.
•Flexible and possess ability to adapt to a fast-changing and growing environment.•Strong time management skills and ability to prioritise and work effectively under pressure withoutcompromising quality whilst meeting tight deadlines.
•Enthusiastic, confident, outgoing "people-orientated" personality required - able to liaise with people toachieve work goals whilst enhancing relationships.
•Ability to keep information organised and confidential.
•Note-taking skills.

 

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