Personal Assistant

Personal Assistant to SVP HR Northern Europe & VP HR Corp Groups
London

General Summary

The position holder will be responsible for diary management for both the SVP HR Northern Europe & VP HR Corporate Functions. You will be expected to liaise with senior executives across the organisation to arrange meetings often involving 10+ individuals in multiple time zones.  This role involves organising travel and detailed travel schedules, sometimes at short notice.  You will be expected to manage the budgets for the HR department, be a support to the wider team from time to time, organise and run team meetings including the distribution of minutes from meetings and follow up on actions. You will also provide backup support to cover holiday and absences of other PAs/EAs within the HR departments and occasionally provide back-up HR admin support.

Key Responsibilities

• Manage diaries
• Arrange travel and prepare travel schedules
• Organise team meetings, including agenda development, minute taking and actions follow up
• Manage dept budget including processing all invoices
• Support on HR projects and providing project coordination support on key projects
• Liaise with senior management across Discovery, organising multiple meetings
• Arrange and set up VCs and teleconferences as required
• Organising and running off-sites for the team
• Ad hoc projects
• Management of dept files
• Manage expenses on behalf of SVP HR and VP HR on a regular basis, minimal monthly
• Co-ordinate data requests; liaising with HRMs, HRIS, C&B etc to prepare excel spreadsheets as required
• Developing slides and support with power point presentations

Key Attributes

• Remains calm under pressure and maintains drive despite set backs
• Demonstrates integrity in all areas of work
• Is a trusted ambassador for HR leaders and understands the importance of being a role model
• Ability to plan and priorities workload
• Is able to interact at a senior level within the organisation to get things done/organised
• Is proactive and able to work independently
• Collaborative
• Takes responsibility for high quality work
• Has a ‘can do’ approach

Requirements

• Experience of tracking budget spend and processing invoices
• Experience of diary management
• Experience in using Powerpoint/Excel
• Project Management skills/experience
• Experience of taking notes and following up on actions