PA

Full time Personal Assistant role available for a Global Retailer.

This is an Exciting opportunity for an experienced Personal Assistant based in Oxford supporting the Founder of a Global retail brand.

You must be a highly professional PA that enjoys working in a fast paced, dynamic fashion environment.

Please only apply if you have supported at a Senior level and can travel to or work in Oxfordshire!

KEY RESPONSIBILITIES:

1. Schedule Management:

• Managing the flow of meeting invitations, prioritising, dealing with frequent changes
• Extensive management of the diary (via Outlook) including scheduling all meetings engagements, conference calls, travel, board meetings, conferences
• Having awareness of working across time zones (Europe, USA)
• Developing an understanding of who is who in the business and which meetings take precedence over others/which are more urgent
• Issuing meeting invitations on behalf of colleagues
• Co-ordinate with other Assistants to find a mutually convenient time
• Booking meeting rooms, organising refreshments as required
• Checking key meetings coming up to ensure they have maximum attendance, reschedule if necessary

2. Travel:

• Planning travel ahead to ensure cost efficiency and to maximise the benefit by planning additional meetings during the trip
• Manage all travel arrangements and logistics, including booking flights, hotels, local transfers, restaurants and hotels in conjunction with the in-house Travel Facilitators and local Office Managers
• Ensuring every relevant detail is in the required schedule
• Approving or questioning travel request forms as submitted by the Travel Desk

3. Emails and General:

• Submitting monthly credit card expenses
• Submitting monthly time sheets
• Manage large volume of incoming and outgoing emails
• Filter and mark for information or needs response as appropriate
• Filing emails on a regular basis
• Take telephone messages and respond to queries promptly, texting and notifying when required
• Take dictation over the phone and draft communications/correspondence including emails, letters etc
• Liaise with all departments and Villages across Europe as and when required.

You will be the required to have the following:

• An interest in the fashion industry is essential
• Must hold a presentable, polished and confident attitude
• Ability to work well under pressure and towards deadlines
• Previous PA/EA experience is essential
• Supported at Senior level
• Excellent communication skills – both written and verbal
• It is key that the individuals have ‘can do’ – ‘hands on approach’ and work as a team with the other EA’s/PA’s supporting

You will be the required to have the following:

• Formal secretarial/office administrative qualifications and sound understanding of office procedures at a senior level
• Previous experience working at senior Board level in a large corporate, fast-paced environment
• Ability to use initiative, pre-empt requests, be proactive and to think ahead
• Ability to prioritise and manage several tasks simultaneously
• Excellent Microsoft Office skills and speeds – especially Outlook