Personal Assistant

Our Role

To effectively manage the diary and inbox and act as a ‘gatekeeper’ to the Director, providing key support in the day-to-day operation of the business, ensuring everything runs smoothly. You will be responsible for the coordination and management of all the following aspects.

What you'll be doing

This is a fully generalist role supporting a range of departments. Individual Duties will be ultimately driven by the needs of each Director and reviewed on an ongoing basis. It will therefore be the Personal Assistant’s responsibility to assess and manage each Director’s conflicting priorities on a daily basis.

• Diary Management (occasionally across different time zones)
• UK and International travel arrangements to the Far East, US and Europe including detailed itineraries and Visa applications (where applicable)
• Coordination of all Meetings involving the Directors (liaising with internal and external stakeholders)
• Management of the product critical path including scheduling all relevant meetings
• Meeting preparation including document presentation, greeting visitors, arranging equipment and organizing refreshments
• Organizing Company and Team events including setting up of rooms, liaising with venues and general logistics
• Coordination of Operating Board and Main Board meetings to assist the Executive Assistant (reformatting/preparing slides, collating, printing and binding, organizing lunch arrangements)
• Coordinating team and office moves with support from Office Services
• Dealing with ad-hoc queries sensitively and appropriately
• Filtering all correspondence (email, post, phone) and responding on Directors behalf or flagging where appropriate
• Drafting communication on behalf of the Directors
• Filing/Tidying
• Management of Expenses/Credit Card; Sign off and Payment
• Management of Invoices (arranging sign off and payments) including international currency orders and returns
• Holiday Sign off for the Directors’ reports
• Absence recording for the Directors’ reports
• Carrying out background research and presenting findings
• Producing ad-hoc presentations and spreadsheets
• Some personal support including daily Lunch and Coffee orders
• Providing cover for other PA’s as and when required
• Ad-hoc general support for the Directors’ ‘Heads of’ and ‘Directors of’ population
  • Travel Arrangements including Visa Applications
  • Diary and Inbox Management
  • Expenses and Invoice Management
  • Power Point preparation and Background Research

The skills & experience that you’ll need

• You’ll be representing The White Company and the Director, therefore excellent communication skills and telephone manner at all times are a must.
• The ability to work to a high standard with little direction, often under pressure with the flexibility to be resourceful and multi-task.
• You’ll have a proactive approach to work, with a high level of attention to detail and enjoy working to deadlines.
• A confident and professional manner at all times, working with complete discretion and confidentiality.
• Excellent organisational skills to keep the Directors diary running smoothly.
• A positive attitude to your work, and a sense of humour.
• Accustomed to working in a fast-paced, high profile environment
• Advanced level of Word, PowerPoint and Outlook, intermediate knowledge of Excel and Internet
• Excellent communication skills and telephone manner
• The ability to work collaboratively and build relationships across the whole business to support the relevant areas of responsibility

Note: This outline is to be used as a guide only. Changes in this Job Description may occur as the department changes and grows.

What we’ll offer you

At The White Company, we value our employees for always going the extra mile for every one of our customers; we reward this with great benefits and competitive salaries.

• Discount -Up to 50% discount (dependent on contract type)
• Holiday – 23 days rising to 25 with length of service
• Holiday Buy – opportunity to buy up to an additional 5 days holiday
• 10% Bonus Potential - In addition to our competitive salaries, all our permanent employees are entitled to join a discretionary bonus scheme.
• Perkplace Benefits Platform – offering a variety of discounts across wellbeing and lifestyle
• Wagestream Money Management app - access to Wagestream gives you power over your pay and supports financial wellbeing
• Continued Development – we offer structured support from our own in house Learning and Development Hub
• Pension Scheme
• Life Assurance

Additional Benefits

• Fruit basket daily
• Tea and coffee provided
• Working from Home - option to work from home on Mondays and Fridays
• Social - Christmas party/social events throughout the year
• Seasonal Sample Sales
• Volunteer Day - with a charity of your choice
• Great Location - Close to transport links - over ground Shepherds Bush station /underground White City & Wood Lane stations. Westfield shopping centre with shops restaurants/bars/cinema and gym