Personal Assistant to Chairman (HNWI) - Luxury FMCG

Job Description

Our client is a luxury FMCG company that supplies their products in high-end restaurants/hotels and retail stores.They are currently looking to hire an experienced secretary who will progress to PA for the Chairman of the business. Duties will be to undertake all necessary tasks requested by the Chairman, providing full secretarial, administrative and personal support,overcoming daily challenges and forward thinking to ensure the efficient and effective running of the Chairmans office and daily business.These can include but not limited to:

• Provide one to one comprehensive and confidential support to the Chairman
• First point of contact for the Chairman within the office and clients, dignitaries, HNWIs and members from the world of show business and creating a positive impression
• Proactively deal with queries, field telephone calls, redirect where necessary and take detailed messages
• Management of the Chairmans inbox, responding to emails, drawing urgent matters to his attention, creating filing systems, filing and maintaining accurate details of contacts
• Co-ordinate a complex, ever changing/heavily committed diary to ensure effective planning and prioritisation of the Chairmans time and availability using logic, common sense and a degree of flexibility
• Weekly diary briefing meetings with the Chairman
• Co-ordinate all internal and off-site appointments understanding the urgency and propriety of each request.
• Communicate with the chauffeurs on logistics/timings involved getting to meetings out of the office.
• Co-ordinate complex national and international travel, visa applications and detailed itineraries
• Diligence with hotel cancellation policies as travel dates are subject to numerous changes/cancellation up to the last minute
• Point of contact for the handling agent of the Chairmans private aircraft
• Negotiation with aircraft charter companies when the Chairmans aircraft is out of service
• Liaise with offices in Dubai, Moscow, India, Singapore, USA and the Benelux and work across different time zones
• Liaise with the Chairmans medical insurer, make all medical appointments, chase up referral letters, medical reports, x-ray/scan reports and blood test results
• Build successful working relationships with clients and their assistants
• Shorthand dictation or speed writing and transcribe in a timely fashion
• Create and format spreadsheets and presentations, produce and update organisational charts
• Prepare agendas, minute meetings, distribute and follow up action points
• Meet and greet VIP/HNW clients and organise refreshments
• Assist in events - research venues, draw up guest lists, send out invitations and record RSVPs
• Carry out personal duties for the Chairman and his family, reply to invitations and carry out research
• Approve invoices and reconcile the Chairmans personal credit card statements
• Work under pressure, manage conflicting demands and remain calm
• Ad-hoc support to the Marketing Director, COO, CFO, Company Secretary and wider team
• Office Hours are Mon - Thurs 9-6pm and 5pm finish on Friday, will need to Work outside of office hours on occassions as well.

This is an office based role and the hours would be: Mon-Thurs 9am till 6pm and Friday 9am till 5pm.This is a demanding but interesting role which requires a level head and being able to deal with wide range of personailities. A thick skin is needed on occassions and to be able to listen and improve where needed.

Keyskills :
ShorthandPresentation MaterialPrioritisation