PA to SVP of Commercial and E-Commerce

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.