Personal Assistant

Iceland Foods; England; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prominent grocery retailer in the UK is seeking a Personal Assistant to provide comprehensive administrative support to the Director. You will excel in diary and inbox management while ensuring smooth operation of meetings and travel arrangements. Ideal candidates must possess strong organization and communication skills, as well as a proactive attitude in a dynamic environment. This role offers several attractive benefits, including discounts and competitive holiday allowance.

Benefits

15% discount in Iceland stores

30% discount at Club Individual Restaurants

33 days holiday (including bank holidays)

Pension (NEST)

Free onsite parking

Onsite electric car charging ports

Subsidised staff restaurant

Christmas vouchers

Refer a Friend Scheme

Christmas Savings scheme

Discounted dry cleaning

Long service awards

Qualifications

• Experience in a fast-paced office environment.
• Able to communicate effectively at all levels.
• Strong attention to detail and prioritization skills.

Responsibilities

• Manage intense diary scheduling for the Director.
• Handle inbox management and email responses.
• Coordinate meetings, travel, and events efficiently.

Skills

Diary Management

Inbox Management

Communication skills

Attention to detail

Proactive problem-solving

Tools

Outlook

Word

Excel

PowerPoint

Microsoft Teams

OneNote

Job description

Here at Iceland we’re different. We care. We’re not a dull stuffy corporate. We’re one big team. A diverse group of people who get stuck in and work together. If this is how you like to work then please read on.

We have an exciting new role for a PA.

This role would suit someone who enjoys working in a fast paced, ever changing environment.

Purpose Of The Role

To provide a high level of secretarial / administrative support in a timely and accurate manner to the Director a fast paced, highly responsive working environment.

Key Responsibilities

• Intensive Diary Management for the Director. Proactively review the diary, resolving any diary clashes, ensuring meeting rooms are booked and Microsoft Teams links and Hub added where needed. Ensure the Director is able to meet all business commitments.
• Maintain Directors Movement Sheets
• Maintain Senior Team Weekly Movements, resolve any issues, keep Director informed.
• Senior Management Team diary co-ordination/assistance across the Directors Direct reports within the following Departments: Marketing/PR/ Design.
• High Level Meeting management. Effective arrangement of all meetings, liaising with colleagues, PA’s and external suppliers. Book meeting rooms, arrange refreshments, inform Reception, Meet and greet all visitors.
• Inbox Management, monitor/action emails on behalf of the Director, flag any urgent emails which require immediate action or response. Draft responses and filter out to the senior management team where necessary. Manage the filing and bring up system of all emails.
• Attend and take minutes at meetings
• Prepare and circulate timely agendas and minutes in advance, follow up and chase outstanding actions.
• Provide Director with information prior to meetings e.g. minutes, briefing documents. Allocate time in the diary for sufficient preparation for Board, Exec, any strategy days.
• Arrange all travel, accommodation and dining reservations including ad hoc travel requests from the wider team, ensuring travel policy is adhered to at all times. Ensure all foreign travel is recorded on the insurance list. Travel Itineraries provided.
• Event Planning - Facilitate Department and Team offsite strategy days, away days and Christmas parties whilst monitoring costs. (Arrange Venues, Equipment, Guest Speakers, Catering, Entertainment)
• Process Directors expense claims and credit card claim forms.
• Approve Expense claims on Directors behalf via Concur
• Authorise fuel claim forms.
• Monitor, process and approve the department credit card spending, complete reconciliation forms and provide receipts to accounts
• Raise, approve and receipt Purchase Orders using SAP and record costs on finance spreadsheet, ensuring this is kept up to date. Maintain records. Resolve issues with accounts/team.
• Issue resolution for Accounts and for HR (Nexus/Timesheet admin)
• Maintain Department Structures & Role Profiles.
• Process RAF Forms liaising with HR/Exec/Stakeholders.
• Maintain Office Plan
• Monitor and approve holiday requests and absences via Nexus. Ensure sufficient cover, team bank holidays have been added, complete Black Friday and Christmas cover.
• Handle and screen all telephone calls, delegating and re-directing to the relevant individuals, dealing with all callers effectively and efficiently.
• Act as key liaison point for the department and maintain good communication pathways.
• Build and maintain Key relationships in the department, throughout the business
• Supporting with departmental adhoc requirements
• Car / pool car support
• Support with the onboarding process for new colleagues
• Coordinate with other PAs
• As part of diary management - resolve diary clashes and ensure that the Director can meet all business requirements
• Liaise with Admin, Deeside Voice and Senior management team regarding new starters, arrange inductions and ensure they have desk space and the relevant equipment.
• Liaise with Central Services and IT regarding office moves, general maintenance.
• Occasional Personal Booking arrangements
• General typing letters, comms, structure charts, presentations, speaker notes.
• Order stationery within budget.
• Reception Cover when required

Technical Skills

• Skilled at Diary Management and Inbox Management using Outlook. Good accuracy is a must.
• Proficient in Word, Excel, PowerPoint, Microsoft Teams, OneNote

Qualification/ Knowledge/ Experience

• Able to communicate to all levels.
• Experience of working within a busy office environment.
• Good attention to detail, ability to prioritise workload.
• Proactive approach in dealing with problems and queries

Make a difference to your career, we expect a lot but you’ll get a lot back in return. We will help you grow and develop your career and give you the freedom to show that you really care.

Alongside This We Can Offer You

• 15% discount in Iceland stores
• 30% discount at Club Individual Restaurants
• 33 days holiday (including bank holidays)
• Pension (NEST)
• Free onsite parking
• Onsite electric car charging ports
• Subsidised staff restaurant and Costa Coffee
• Christmas vouchers
• Refer a Friend Scheme
• Christmas Savings scheme
• Discounted dry cleaning
• Long service awards