• Personal Assistant & Office Manager – ghd hair

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    Title Personal Assistant & Office Manager
    Description

    Position Description

    This role supports key members of the Senior Leadership team providing day to day administrative support on a range of key business projects and initiatives. This role is also accountable for providing facilities support to London head office and Academy.

     

    Key Responsibilities:

    PA Duties

    Assistant to CMO & UK MD

    • Extensive diary management – organising meetings, booking meeting rooms, avoiding clashes and prioritising where necessary
    • Booking flights, accommodation and creating itineraries for all travel
    • Keeping diaries up to date with events and annual leave
    • Collating and submitting expenses when given
    • Ad hoc support including printing/copies, getting lunches, errands, booking restaurants, relocations
    • Creating presentations/ documents when required

    Supporting the marketing team & Sales Team in various capacities

    • Ordering lunches
    • Setting up meetings
    • Booking travel
    • Booking meeting rooms
    • Ad hoc admin
    • Organising team away days

    Owning the organisation of the Salon/Premium retail sales conferences (around 3 times a year) and monthly sales and marketing meetings

    • Booking all travel and accommodation
    • Booking meeting rooms and ensuring conference call details are available
    • Organising catering/ booking restaurants
    • Setting vendors up on exchequer and raising POs
    • Attending each event and ensuring all runs accordingly
    • Working with Antony to create and agenda and distribute to team
    • Attending and taking minutes for the meetings
    • Typing up and distributing meeting notes ensuring all information is captured, including presentations from others

    Covering for Executive Assistants in their absence during holidays or sickness

    Office Manager Duties

    • Main point of contact for any office related and health and safety queries
    • Ensuring office space, kitchens and meeting rooms are tidy and fit for use at all times
    • Accountable for receiving incoming calls to main ghd phone line
    • Ordering and maintaining sundries and stationary levels including post supplies, exec stock cupboard, and twice weekly grocery deliveries
    • DHL – daily sending out of post, keeping supplies stocked and tracking/chasing orders
    • Organising couriers for all office staff
    • Greeting and collecting visitors from reception
    • Ensuring confidential waste is collected bi-weekly and liaising with shredall for any issues
    • Signing for post/deliveries and distributing to staff members
    • Ordering food for meetings/ training/ events
    • Ad hoc errands for staff members (going to collect food/orders/printing)
    • Ensuring first aid kits are stocked across all 3 floors
    • Raising POs for all office related costs – nespresso, fox maintenance, Addison Lee, Shredall, Atlas contractors, The Nadler
    • Liaising with external contractors (fox maintenance, cleaners) on any issues that involve our floors in the building such as ordering more cleaning supplies, arranging for various building work (painting, plug sockets to be installed, doors to be fixed)
    • Liaising with various external businesses for corporate rates
    • Ordering office equipment such as pedestals, furniture
    • Supporting new starters; planning inductions, having equipment available and orientation of the office
    • Organising internal launces for NPD – ordering food and decorations, helping to prepare slides and setting up/tidying up
    • Sending communications out to the office on behalf of various departments
    • Using company card for all office purchases and completing expenses once a month
    • Helping with logistics for annual celebration, booking accommodation
    • Monthly lunch – organising once every 3 months, helping the team collect and distribute on their months

     

    Skills and Experience

    • Proven experience working as a Personal Assistant
    • Experience of working in an office/ facilities management role
    • The ability to work calmly and effectively in a fast paced environment without supervision to meet tight deadlines under pressure
    • Excellent organisation skills, with the ability to anticipate requirements and with the aptitude to prioritise own workload
    • Flexible and adaptable to commit fully to this highly demanding role, working late hours if needed
    • A confident, assertive and resilient personality with a positive and proactive approach and the ability to build strong working relationships
    • Possess clear ability to work with pace, accuracy, discretion and professionalism
    • Excellent oral and written communication skills
    • Attention to detail
    • Ability to negotiate and influence across client and supplier organisations.
    • Must be computer literate and be proficient with MS applications.
    • Fire Aid/ Marshall qualification or prepared to train
    • Periodic travel to Leeds and events

     

    How do I apply?

    Email Application

    You can email a CV along with a covering letter detailing why you think you would be suitable for this role to Melissa McClure, Resourcing Manager at careers@ghdhair.com.

     

    Referral fee

    Remember for recommending a friend, who goes on to be successful in securing a position, you can earn £500,(£250 on  appointment date and £250 after successful completion of probation), so do let us know if there is anyone that you think would fit the role.

    The Company reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the Company’s business.

     

    Location Dean Street, London
    Salary  DOE
    Email careers@ghdhair.com 
     Website https://www.ghdhair.com/
  • AUTHOR

    Vincenzo Ferrara

    Vinny Ferrara, Staff Writer for PA Life

    All stories by: Vincenzo Ferrara