Personal Assistant

BOOTS; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading health and beauty retailer in the United Kingdom is seeking a Personal Assistant (PA) to support Senior leaders by managing their schedules, travel arrangements, and administrative tasks. The ideal candidate should have excellent organisational skills, a proactive approach, and the ability to handle sensitive information with discretion. This role is crucial for ensuring the smooth operation of daily business activities and enhancing the productivity of the leadership team.

Qualifications

• Proven experience in administrative support roles, preferably at an executive level.
• Ability to manage multiple tasks efficiently and prioritize effectively.
• Strong communication skills, both written and verbal.

Responsibilities

• Coordinate and manage executive calendars and schedule meetings.
• Plan and arrange business travel efficiently.
• Screen and manage incoming correspondence for priority responses.
• Maintain accurate holiday and absence records for payroll.
• Organise logistics for senior leader visits and support events.

Skills

Excellent organisational skills

Proactive approach

Attention to confidentiality

Confidentiality

Tools

PeopleAdmin

Concur

SAP

Microsoft Office Suite

Job description

Overview

The Personal Assistant (PA) role provides comprehensive administrative and executive support to the Senior leaders with Boots Ireland (Directors and Heads of functions). The role focuses on calendar and schedule management, travel arrangements, and administrative duties, ensuring the smooth and efficient operation of daily business activities. With excellent organisational skills, a proactive approach, and the ability to maintain confidentiality, the PA helps executives stay focused on strategic priorities by managing their time, communications, and resources effectively. The PA plays a critical role in enhancing the productivity and success of the leadership team.

Calendar and Schedule Management

• Manage Executive Calendars: Coordinate and manage multiple senior leaders' schedules, ensuring the timely arrangement of meetings, appointments, and business commitments.
• Meeting Coordination: Organise internal and external meetings, including preparing agendas, scheduling conference rooms, and ensuring all necessary documentation is provided.
• Travel Arrangements: Plan, coordinate, and book all aspects of business travel, including transportation, accommodation, and itineraries, ensuring efficiency and cost-effectiveness.

Administrative Support

• Email & Communication Management: Screen and manage incoming correspondence (emails, phone calls, and postal mail) for priority and follow-up, ensuring timely responses. Responding to queries from other parts of the busiess and external organisations, liaising with colleagues at all levels.
• Document Management: Collate, proofread, and edit presentations, reports, and other documents, ensuring accuracy and high standards as required.
• Expense Management: Track and manage expense reports for executives, ensuring timely and accurate processing.
• Stakeholder Liaison: Act as a point of contact between the leadership team and both internal and external stakeholders, managing requests, information flow, and relationships.
• Payroll Support: Maintain accurate holiday and absence records for the functional team on the payroll system (PeopleAdmin), supporting timely approvals of timesheets, and approvals for the directors' wider team.
• Create and maintain an effective electronic filing system (EEF) via PeopleAdmin.
• Systems Approvals: Manage approval workflows for systems including Concur, Helix, SAP, and Purchase Orders (POs), ensuring compliance with company policies.
• Assist with notetaking during key meetings or regional case discussions when required.
• Confidentiality and Sensitivity: Handle sensitive information with discretion and ensure compliance with confidentiality agreements and company policies.
• All other duties as reasonably required, which are in line with the general scope and nature of the role. This list is not exhaustive.

Visitor & Visits Coordination

• Visitor Coordination: Manage arrangements for senior leader visits and high-level meetings, ensuring all logistics are planned, including room bookings, catering, and required materials.
• Event Planning for Leadership: Organise and support events or functions hosted by the leadership team, ensuring all details are covered, from logistics to communications.