PA to GPC East Leadership

The purpose of this role is to provide confidential personal assistant support to assigned members of the Senior Management team based in our Sutton office. This role will be based in the Sutton office. Due to the nature of this role, we require someone experienced in handling sensitive information in a confidential and discrete manner.

• Maintenance of diaries, including extensive organisation of both internal and external meetings.
• Extensive arrangement of UK and worldwide travel, transportation and accommodation as required. This includes arrangement of appropriate visas and any medical requirements for travel, along with completion of expense claims for managers.
• Preparation of confidential documentation, letters, presentations and spreadsheets.
• Use of Outlook for internal correspondence and for communication with outside organisations. Dealing with incoming and outgoing email correspondence.
• Answering, screening, and dealing with telephone calls. This will involve extensive liaison with senior managers, team members and outside parties. A friendly telephone manner is essential. Greeting of visitors is also necessary as and when required.
• Dealing with day-to-day requirements during the absence of the managers, including email management when required.
• Organisation and coordination of both in-house and offsite events from concept to completion, such as private dining, team dinners, workshops, seminars, Microsoft Teams Live events, external conferences.
• This also includes management of event logistics such as airport transfers for global travellers, group hotel bookings, catering and dietary requirements, meeting room bookings and external team building.
• Build and maintain effective working relationships with key stakeholders. Working closely with Global Travel Manager, ATPI Travel, Facilities, Lexington Catering and external stakeholders.
• Assisting managers with invoice and purchase requisition approvals in SAP, as well as setting up Purchase Orders as and when required. Ensuring all vendors are set up with SCM and completing all necessary documentation required.
• Completion of timesheets in SAP for managers, in line with local requirements.
• Use of in-house systems such as SharePoint.
• Ordering of business cards for managers when required
• Ensuring organisation charts are updated, using PowerPoint and Visio.
• Maintenance of internal SharePoint sites.
• General office duties including photocopying and shredding of confidential information as and when required.
• Assistance with holiday cover while other members of the team are on vacation.
• Ensuring adherence with relevant document standards as laid down in the Company Management System.

What experience would we like you to have?

• Strong secretarial skills at a senior level within an international organisation
• Excellent written and oral communication skills
• Self-motivated and highly organised professional with excellent project management skills
• Enthusiastic, self-starter with excellent attention to detail
• First class organisational and confidentiality skills
• Good IT literacy is essential for Microsoft 365; Outlook, Word, PowerPoint, Excel and Teams
• Driven and flexible individual with willingness to adapt and use own initiative
• Proficient in multi-tasking and prioritisation, handling short term deadlines and conflicting priorities
• Hands on approach is required, as role holder needs to be able to take initiative and flag issues before they arise
• Must be able to build good working networks with all interfaces
• Ability to work as part of a hardworking and dedicated team

An environment where you can thrive
We recognise that having a diverse team makes us a better, smarter team. Diversity is something we value and regard it as key to our success.

We encourage new ways of thinking and celebrate our wide range of skills that help us continually challenge the status quo and inspire innovation. An inclusive and diverse environment fosters creativity, improves decision-making and introduces new ways of thinking.

Our people are at the heart of what we do at Subsea7 and we are committed to creating an environment where everyone can thrive. Fair employment practices, fair treatment for all individuals and equal opportunity on the basis of merit are the foundation of how we work and develop together.

What happens next?
If you would like to apply for this role, simply click the Apply button found on this page.

You may be prompted to set up a profile with us. It's quick and easy to do. Or, if you have already created a profile with us, simply log in and submit your application.

Here are 3 top tips to help you submit a successful application:

• Make sure your CV is up-to-date and highlights the transferable skills and experience you can bring to this role.
• We would encourage you to include a cover letter as part of your application. It's your chance to tell us why you would be a brilliant addition to our team.
• Take your time with your application and check there are no errors before final submission

Once you have submitted your application, we will be in touch as soon as possible with next steps.
To find out more about Subsea7 visit our website here

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