Personal Assistant

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 are looking for an experienced Personal Assistant to work for Sir Malcolm Walker. This is a key role supporting Sir Malcolm Walker, Founder and Executive Chair at Iceland Foods, and the Executive Board. You will report directly into the Executive Office Manager.

To be successful in this role you will have substantial experience working at a similar level with excellent secretarial and office management skills, relationship management and administrative experience. Taking full accountability for the role, you will have access to highly confidential information, therefore absolute discretion is key at all times. You will be required to manage travel, diary and events on an ongoing basis. Alongside being able to demonstrate excellent written and verbal communication and have the ability to prioritise and anticipate requirements in advance. It is essential that you enjoy working within a small Executive Office supporting your fellow PA’s and Directors when necessary whilst also willing to get involved in the wider business when required.

Personal Specification;

·  Professional and well presented.
·  Highly motivated and have the ability to take on numerous tasks.
·  Flexible and adaptable in your approach to working.
·  Tenacity and solution focused.
·  A strong team player.
·  Assertive and resilient.
·  Possess a positive ‘can do’ attitude.
·  High Attention to detail.

Key Accountabilities:

·  Arranging of hotels, calendar appointments, transport and restaurants and the production of travel itineraries for both business and private events for the Founder and his family.
·  Complete management of all travel, including electronic diary management and booking; overview and planning of travel; liaison with all parties and follow up to ensure slick professional fulfilment.

Meetings/Diary Management:

·  Preparation of presentations and speeches using PowerPoint, Teams, Zoom, SWAY when required.
·  Ensuring meetings run to time and react accordingly if alterations need to be made.
·  Ensuring the Founder has relevant information and background knowledge to all meetings, events and functions, business and personal.
·  General meeting preparation including appropriate room hire and adequate refreshments/ lunch produced.
·  Organisation of internal and external meetings, visits, calls, trips away from the office and using judgement to prioritise events in the diary.

Administration;

·  Fielding external and internal calls ensuring messages are passed on immediately; and/or redirecting enquires appropriately; and/ or handling and fulfilling the requirements of the caller.
·  The raising and receipting of purchase orders on SAP.
·  Taking responsibility for the post and managing of the filing system with the Executive Office, including preparation of any replies required and redirecting of enquires to full resolution.
·  Careful management of on line filing systems including the control of confidentiality, access and privacy of stored information.
·  Taking minutes when required and cover for fellow PA’s.

Event Management:  

·  Leading and supporting in managing events both business and personal for the Founder.
·  Carrying out in-depth research to fulfil the brief whilst managing costs. This could include events such as the annual golf days and large scale fund raising events.

Managing Key Stakeholders;  

·  In all activity have a full understanding of key stakeholders, keeping them in the loop at all times.
·  Develop trusted business relationships with key stakeholder both internally and externally.
·  Best utilising your 121 time with the Founder and Executive Office Manager to go through any questions you may have to achieve deadlines or requiring attention.
·  Taking responsibility for all enquiries from customers, both internal and external customers into the Executive Office in an appropriate and considered manner.

Alongside this we can offer you:

·  A very competitive salary with an excellent benefits package,
·  25 days holiday, plus 8 days bank holiday,
·  10% store discount, 30% club individual restaurant discount,
·  Free parking onsite,
·  Double discount weeks,
·  Highly subsidised restaurant onsite with our own Michelin Star Chef!
·  Subsidised Costa onsite,
·  Discounted gym membership,
·  Charity fundraising events,
·  Educational sponsorship,
·  Enhanced maternity/paternity leave,
·  Long service awards,
·  Reward & recognition,
·  Online discounts at over 150 retailers and cashback on shopping, holidays, insurance and more!

Be Proud. Be brave. Be everything that makes us different. Be Iceland.

If this sounds like you and you want to expand your career, please apply directly and a member of the recruitment team will get back to you.