Personal Assistant

Job Description :

Purpose of the Role:

The Personal Assistant is a key support role, working for the Chief Strategy & Transformation Officer. The PA will be trusted with highly confidential information and be expected to screen all contacts and requests for time and any mail received. Sound judgement and positive influencing skills are therefore essential.

The Chief Strategy & Transformation Officer role involves significant and complex diary and travel management, across multiple regions, which requires strong planning and coordination from the Personal Assistant

Key Responsibilities (may vary depending on business area/leader):

• Complex international diary management for the CSTO including co-ordination of key Exec meeting agendas and liaison with Exec PA’s on Board matters

• Organise travel itineraries and in-market visits ensuring best use of CSTO’s time.

• Coordinate key CSTO Executive meetings and events. Circulate pre-read in a timely manner, monitoring responses and following up on actions.

• Ensure effective and efficient fluid communication is maintained with Executive Members to ensure appropriate co-ordination.

• Screen telephone calls, dealing with all routine queries and using initiative and judgement to seek appropriate responses for non-routine issues.

• Manage all incoming post and e-mail traffic effectively and promptly, ensuring that all non-routine matters are handled effectively including the efficient distribution of information.

• Ensure all Purchase Orders and invoices are completed in a timely, accurate and compliant manner

• Timely management of expenses, ensuring a thorough filing and reference system is in place

• Proactively manage electronic and hard copy filing.

• Work as part of the Personal Assistant team, providing support and assistance where required.

• Support of CSTO on presentation materials, paperwork and management for Board meetings

• Supporting the CSTO with any high-level recruitment and ensure that all briefing meetings are scheduled, and any confidential documents are brought to the CSTO’s attention quickly so that any follow on action can be taken to ensure a swift process.

• Ensuring that key internal meetings are scheduled in the CSTO’s diary e.g. monthly Staff meetings, monthly LT meetings and regular call-overs with key LT and Exec members

• Following up on any actions that came out of the meetings and ensuring that they are completed within the requested timeline

• Provide logistics support for all LT Meetings whether they are face-to-face or virtual, onsite or offsite.

What behaviours would you demonstrate in order to be successful in this role?

• Excellent interpersonal skills required to provide professional internal and external representation of the CSTO

• Able to build strong working relationship with a highly diverse stakeholder set. Is comfortable dealing with people at all levels.

• Able to work independently with minimal supervision, self-starter, proactive with a well-developed sense of maturity and self-confidence.

• Able to prioritise time and workload, maintaining the balance between urgent and routine issues.  Assists the CSTO in achieving objectives through effective time management.

• Calm under pressure. Deploys a flexible approach to problem resolution and is decisive and efficient.

• Demonstrates good judgement in a high-paced environment; copes with ambiguity.

• Is Commercially aware, understands the industry and market context and the implication of industry, technology and competitive developments to the company.

• Is tenacious and determined in pursuing outcomes. Maintains momentum in the face of difficulties and obstacles.

• Sets clear goals and standards and is prepared to give feedback and advice.

• Sets a personal example of the Diageo values in action. Handles personal and confidential matters efficiently and discretely

Qualifications & Experience:

• Track record of high performance in a PA/EA role operating at a senior level

• Has advanced knowledge of the most common software packages, including Microsoft Outlook, PowerPoint, Word, and Excel. Has depth of understanding to resolve software problems. Can support the CMO in leveraging digital and social media technology to enhance communication within and about the region.

• Ability to set up and run virtual meetings – anticipating needs, utilising best practice tools and technology to drive effectiveness

• Experience of working across geographies and with a diverse set of people and businesses internally and e