JOB PURPOSE
Enhance Executive’s effectiveness by providing full PA support and teams’ effectiveness by providing admin support and coordination.
KEY RESPONSIBILITIES
PA Responsibilities
- Dealing with General Correspondence, including management or redirection of all telephone calls.
- Managing Diary, Meeting and Travel arrangements of Executive efficiently and in a prioritised manner to ensure their time is managed effectively
- Ensuring all regular internal and external meetings are diarised in advance for the year
- Meeting and greeting visitors at all levels of seniority
- Minute taking for key meetings.
- Ensuring Executive is fully prepared ahead of all meetings and ensuring all actions from previous meetings have been completed
- Production, management and distribution of presentations, briefing papers and reports
- Liaising with the Executive’s teams and their respective departments
- Keeping up-to-date with all projects that Executive is involved in
- Completing expense claims
- Being continuously flexible to work outside of the normal business hours
- Work closely with the PA to the CEO and other PAs and provide support and cover if necessary.
- Building and maintaining strong relationships with internal and external colleagues within the Group.
- Any other ad-hoc duties as required
General Team Admin and Co-ordination for
COMMERCIAL, DIGITAL, FILM, MARKETING and B2B
- Ensure that the respective teams are up-to-date with company policies and processes
- Supporting in the new starter process – preparing briefs ahead of employment, health and safety introduction, scheduling introduction meetings with relevant departments
- Maintaining teams’ holiday and sickness records
- Maintain stationery supplies by checking stock and anticipating needed supplies; placing and expediting orders for supplies
- Tracking and chasing completion of tasks within the teams.
- Management, reporting and appropriate follow up on team expenses, travel, phone and stationery costs and comps process.
- Ensuring that purchase orders are raised, and invoices settled in a timely manner.
- Production of presentation decks for team meetings.
- Maintaining key databases of regular information.
Event Co-ordination
- Assist with event co-ordination e.g. annual management conference, film days, Christmas party, team meetings
ESSENTIAL ATTRIBUTES & EXPERIENCE
Experience & Skills
- Uphold a high level of discretion and integrity at all times
- Excellent PC Skills (Outlook/Word /PowerPoint) and good Excel
- Excellent interpersonal and communication skills (verbal and written)
- Excellent organisational and time management skills
- Strong attention to detail, accuracy and numeracy
- Flexibility and willing to take on all tasks, big or small
- Ability to work under pressure and to tight deadlines
- A professional, proactive and positive ‘can do’ attitude
- Ability to research, digest, analyse and present material clearly and concisely
- Ability to work on your own initiative
- Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines
Working Together
- Treating people as individuals - with respect, fairly and valuing differences (employees and customers alike)
- Communicate effectively with a range of people internally and externally and explain specialist information across all levels and all forums (ie. meetings, emails, presentations)
- Communicate effectively and provide explanations across all forums (ie. meetings, emails, presentations)
Thinking It Through
- Develop ideas and solutions to impact on business success
- Seek the widest possible sources of relevant information
- Be action focused
- Be proactive and use initiative to go beyond your remit, skills and/or comfort zone to implement solutions that overcome barriers and hurdles to meet deadlines
- Identify the impact of change and reprioritises multiple deadlines successfully
- Demonstrate ability to meet high impact deadlines on an ongoing basis
Making an Impact
- Utilise negotiating and influencing skills to achieve goals.
- Use compelling evidence to gain buy in to ideas, solutions and plans
- Respond positively to change and proactively consider how to adjust working practices
LEVEL AND RANGE OF CONTACTS
Internal: All staff - Head Office, Site Network and other Cineworld Group offices and teams
External: Various contacts for the different departments, such as Film Distributors, Agencies and Suppliers.