Personal Assistant

To provide a high level of secretarial/ administrative support in a timely and accurate manner to Category Directors and to the Buying Department.

• Diary Management for Category Directors e.g. supplier meetings on and off site. Proactively review their diaries on a daily basis, resolving any diary clashes if needed and ensuring they have got meeting rooms booked for all of their meetings.
• Provide refreshments to the Category Directors each morning and when required/ requested (tea/ coffee/ water).
• Process expense claims for Category Directors and approving on their behalf.
• Complete Fuel Forms for Category Directors.
• Attend Category Directors team meetings, prep agendas beforehand and take minutes.
• Provide Category Directors with information prior to meetings e.g. minutes / Supplier Briefs.
• Liaise with the Development Kitchen when arranging Exec Board lunches, range reviews and relevant supplier meetings.
• Arrange Supplier dinners.
• Collate mail merge information.
• Help facilitate team offsites and socials, supplier events, Christmas party co-ordination and any other applicable events.
• Collect visitors from reception & provide refreshments for Category Directors supplier meetings.
• Inform Reception of CD's visitors.
• Provide ad hoc support and holiday cover for P.A. when required.
• Book accommodation for CD's / Buying team when required and ensure that costs are within budget.
• Booking flights & trains for CD'S / Buying team when required and ensure all foreign travel is recorded on the insurance list. Arrange all aspects of Trade Show attendance for Buying Teams to include travel and accommodation.
• Completion of Visa's for foreign travel when required.
• Raise Purchase Orders and keep up to date record of all POs raised.
• Manage comprehensive New Starter process/Leaver process.
• Ensure all new starters receive a copy of the GSCOP Code and Policy within one week of joining Iceland and receive GSCOP training within the first month.
• Update Email Groups, Structure, Contact List and Who Buys What & upload to intranet.
• Monitor supplier mailbox daily.
• Co-ordinate departmental meetings - R&R, IT, room set-up.
• To maintain stationery supplies and process orders as required, within budgetary requirements.
• Carry out duties as a Fire Marshall when required.
• Organise Flower deliveries when required.
• Sort post daily. Knowledge of Diary Management. Good accuracy is a must.
• Proficient in Word, Excel and PowerPoint.
• 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.
• Friendly disposition.
• Flexibility.
• 2 years administration experience.
• Ideally hold an admin/secretarial qualification.
• Holds a full, clean driving licence.
• 15% discount in Iceland stores
• 30% discount at Club Individual Restaurants
• 33 days holiday (including bank holidays)
• Pension (NEST)
• Free onsite parking
• Onsite electric car charging ports
• Subsidised staff restaurant and Costa Coffee
• Christmas vouchers
• Refer a Friend Scheme
• Christmas Savings scheme
• Discounted dry cleaning
• Long service awards