Personal Assistant in Deeside

As one of the Best Big Companies to Work For, we have a rich history of loving our customers and looking after our teams. We understand that success is achieved through our people, and we are searching for a committed and passionate Personal Assistant to join our growing business.

Purpose of role: To provide a high level of secretarial/administrative support in a timely and accurate manner to Category Directors and to the Buying Department.

In this role you can expect to:

• Diary Management for Category Directors e.g. supplier meetings on and off site.
• Proactively review their diaries on a daily basis, resolving any diary clashes if needed and ensuring they have got meeting rooms booked for all of their meetings.
• Provide refreshments to the Category Directors each morning and when required/requested (tea/coffee/water).
• Process expense claims for Category Directors and approving on their behalf.
• Complete Fuel Forms for Category Directors.
• Attend Category Directors team meetings, prep agendas beforehand and take minutes.
• Provide Category Directors with information prior to meetings e.g. minutes/Supplier Briefs.
• Liaise with the Development Kitchen when arranging Exec Board lunches, range reviews and relevant supplier meetings.
• Arrange Supplier dinners.
• Collate mail merge information.
• Help facilitate team offsites and socials, supplier events, Christmas party co-ordination and any other applicable events.
• Collect visitors from reception & provide refreshments for Category Directors supplier meetings.
• Inform Reception of CD’s visitors.
• Provide ad hoc support and holiday cover for P.A. when required.
• Book accommodation for CD’s/Buying team when required and ensure that costs are within budget.
• Booking flights & trains for CD’s/Buying team when required and ensure all foreign travel is recorded on the insurance list.
• Arrange all aspects of Trade Show attendance for Buying Teams to include travel and accommodation.
• Completion of Visa’s for foreign travel when required.
• Raise Purchase Orders and keep up to date record of all POs raised.
• Manage comprehensive New Starter process/Leaver process.
• Ensure all new starters receive a copy of the GSCOP Code and Policy within one week of joining Iceland and receive GSCOP training within the first month.
• Update Email Groups, Structure, Contact List and Who Buys What & upload to intranet.
• Monitor supplier mailbox daily.
• Co-ordinate departmental meetings – R&R, IT, room set-up.
• To maintain stationery supplies and process orders as required, within budgetary requirements.
• Carry out duties as a Fire Marshall when required.
• Organise Flower deliveries when required.
• Sort post daily.

You should apply if:

• Knowledge of Diary Management.
• Good accuracy is a must.
• Proficient in Word, Excel and PowerPoint.
• 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.
• Friendly disposition.
• Flexibility.
• 2 years administration experience.
• Ideally hold an admin/secretarial qualification.
• Holds a full, clean driving licence.

What to expect from us:

• 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.