PA - Iceland : Job Details

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 PA to join our growing business. 

Purpose of role:

To provide a high level of secretarial / administrative support in a timely and accurate manner to the Director in  a fast paced, highly responsive working environment.

In this role you can expect to:  

• Pro-active Diary Management for the Director:
• Planning ahead to ensure the Director has time to plan and prepare presentations for key events (Extended coffee, ESG, HOI etc...)
• Supporting with the diaries of the senior management team will also be required
• Ensuring regular update takes place with you and the Director to ensure full understanding of diary to ensure prep time etc… is planned
• Effective arrangement of all meetings, liaising with colleagues and PA’s and external suppliers.
• Book meeting rooms, arrange refreshments, inform Reception, meet and greet all visitors
• Arrange all travel, accommodation and dining reservations including ad hoc travel requests from the wider team

• Email Management: Action emails and inbox on behalf of the Director, highlighting which require immediate action or response.

• Meeting Preparation:
• Produce and circulate presentations for meetings
• Prepare and circulate timely agendas and minutes in advance, follow up and chase outstanding actions
• Provide Director with information prior to meetings and visits e.g. minutes / store packs
• Attend and take minutes at all meetings.

In addition to these duties, you will be expected to:

• Carrying out specific projects and research
• Highlighting and driving new processes for the Director and within the Dept
• Facilitate team offsite strategy days, and department events including Christmas party
• General support to Senior team and wider department
• Raise, approve and receipt Purchase Orders using SAP
• Line manager support for Director - Monitor and approve holiday requests and absences via Nexus. Ensure sufficient cover across all teams
• Act as key liaison point for the department and maintain good communication pathways.
• Liaise with Central Services and IT regarding office moves, general maintenance
• Process expense claims for Directors and Snr Team
• Update Business Continuity Plans for Department
• Update Department information including weekly updates, structure charts etc…
• Maintain stationery supplies and process orders as required, within budgetary requirements
• Managing Dept credit card

You should apply if: 

• Skilled at Diary Management and Inbox Management using Outlook
• IT literacy (Word, Excel, PowerPoint, SAP, & Office 365 -Share point, One Drive & One Note)
• You will have access to confidential information requiring absolute discretion at all times.
• 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
• Flexibility
• Holds a full, clean driving licence

Alongside this we can offer you:

�? Best Place to Work 2025

?? Supportive and collaborative team

?? Company car and fuel card (Field roles)

?? Healthcare and cash back plans

?? 15% discount in our stores and 30% discount in our group restaurants

??? Partner discounts

�? Subsidised on site restaurant and Costa (Head Office)

??�? Mental, physical and financial wellbeing support