Are you looking for a new challenge? If you have excellent organisational and administrative skills, we may have an exciting opportunity for you.

We are currently looking to recruit an Executive Assistant to provide exceptional administrative support to the Group Director of HR, ensuring smooth diary management and effective use of their time.

You will be responsible for handling sensitive and complex issues in a professional and objective manner with the utmost confidentiality while taking initiative and anticipating needs and expectations, while constantly assessing priorities and requests.

Although this is a full time role, we are happy to consider part time hours as well.

Typical responsibilities include:

To provide a full and proactive secretarial and administrative service in a timely and efficient manner

To manage the diaries of the Group HR Director HR and the HR Leadership Team with both internal and external parties, ensuring that the Group Director of HR is well briefed on meetings.

To coordinate detailed travel plans, to include but not limited to accommodation, itineraries visas; agendas and assembling documents for travel-related meetings.

To manage the expenses of Group Director of HR and Leadership Team

To manage the flow of emails ensuring that a response is provided and the necessary follow-up has been initiated

Screen calls, enquiries and requests and deal with them where appropriate

Manage electronic filing systems and departmental correspondence, including the drafting of letters, reports and presentations, as appropriate

Support with the planning and management of the full HR calendar of activities (Talent & Capability, Culture & Engagement, PDRs, Objectives, annual conferences, quarterly, monthly and weekly schedule of meetings) and maintain a balance of focus on the here and now and the look ahead

Co-ordinate and collate numerical data and information for monthly reports and other ad- hoc reports to required deadlines

Co-ordinate on behalf of Group Director HR the annual budget, keeping a record of the level of spend for HR-related invoices, tracking spend against budget

Support the Group Director HR on Remuneration Committee (RC) activity: Manage agenda in line with RC annual cycle of activity, support the production of papers for the Remuneration Committee packs in a proficient and timely manner to meet tight deadlines

Support and co-ordinate the UK and European Employee Forum meetings, in conjunction with the Forum Chair and Secretary, ensuring all events are organised within budget

Support HR Policy Review and standardisation project and launch of updated policies and procedures in line with Governance

Prioritise conflicting requirements; handle issues proactively and expeditiously; consistently follow-through on projects to successful completion and in line with agreed deadlines

Schedule and co-ordinate the monthly HRLT meeting; drafting agenda, attending and taking actions at meetings including tracking and following up on actions before the date set for completion

Prepare and issue Newsflashes as required on behalf of Head of Internal Comms & Engagement

Create a bridge for smooth communication between the HRD, HRLT and other key internal and external stakeholders (including ELT, Board & RemCo Chair), ensuring that customer meetings and events are scheduled in diaries and that the HRD and team are briefed as appropriate

Produce presentations and reports to support the regular rhythm of activity associated with the ELT and HRLT activity cycle

Raise purchase orders on behalf of the department as required, including at times HR activity for the UK sites

Co-ordinate the smooth running of the HR department i.e.

to order stationery, distribution of mail, management of approval requests, documentation of approvals, holiday planner, in accordance with governance framework

Maintain the utmost discretion and confidentiality, acting with integrity at all times.

Demonstrate administrative excellence and skill in using modern functionality and technology to increase effectiveness to present options or solutions that will enhance productivity as a team in support of the HR Strategy and Objective goals

Any other duties as may reasonably be required

Skills and Experience

Experience of working in a similar role would be advantageous

Proven ability to maintain the utmost discretion and confidentiality and act with integrity at all times

Strong communication skills, both verbal and written, with confidence to deal with internal and external stakeholders at all levels

Exceptional organisational skills with the ability to work to precise deadlines, to recognise and act on priorities

Solution oriented, with proven track record of driving efficiencies in ways of working and ability to demonstrate administrative excellence, attention to detail and skill in using modern functionality and technology to increase effectiveness

Must have strong IT skills and the ability to use Microsoft Office, including Excel, Microsoft Outlook and PowerPoint

Calm, level-headed and able to work on own initiative and under pressure where necessary

A team player with a flexible approach, a good sense of humour and a positive ‘can do’ attitude

Professional fluency in written and spoken English is required