Junior Personal Assistant - Finance

Job description

Job Description

Auto req ID: 204352BR

Job Description

We are on the lookout for a motivated, professional and confident Personal Assistants to join our Finance Team at Head Office in Reading. You with be required to provide comprehensive administrative and secretarial support, acting as prime liaison for internal and external contacts, providing support for 4 Finance directors to provide a seamless service across the total Finance Leadership team.

The right candidate will be someone who is highly organised and is able to manage multiple diaries. You’ll be able stay calm under pressure and keep up in a fast-paced office environment with a positive attitude and willingness to get involved. These are busy roles and although there are always people around to offer advice or support, a lot of your working day will be spent on your own so you will need to be able to plan and effectively prioritise your workload.

·  Diary Management : Manage diary to ensure most effective use of manager’s time, keeping all relevant parties updated of changes and making trade-offs to support priorities. Ensure period, quarterly and annual calendar is maintained. Escalate with potential solutions when relevant.
·  Meeting Management : Proactively explore requirements for all meetings including participants, location, catering, equipment, and pre-read. Effectively communicate details to all relevant parties and ensure all requirements are set prior to and met on the day of the meeting, resolving and communicating amendments as necessary. Take the lead on arranging/negotiating venues, guest speakers etc for offsite meetings.
·  Team Co-ordination : Support manager in day-to-day people management including PDR preparation/write-ups, sickness & holiday tracking, team meetings. Support manager’s team with completion of expense claims, and resolving day-to-day operational issues such as mobile phones, new starter induction arrangements, etc.
·  Document/Deck Production/Management : Accurately produce internal and external presentations and documentation to high PepsiCo standards first time. Ensure all documentation/records are filed and updated as relevant in both paper and electronic formats.
·  Co-ordinate Travel : Manage all aspects of manager’s travel including flights, hotels, transfers, currency, etc. ensuring that PepsiCo partnerships are utilised. Proactively manage itinerary changes and the resultant knock-on effects to ensure best options are always secured.
·  Team Support/Cover : Provide day-to-day telephone/workload support to other support team members through peaks and troughs, sharing role specifics to enable each other to effectively cover for planned/unplanned absences.
·  Function-Wide Support : Participate in projects, team off-sites, on-going tasks to support the smooth running of the Finance function.
·  Temps/Contractors: Update Oracle with new Finance temps/contractors
·  Auditors: Look after the auditors on site, finding rooms and help with organising meetings.
·  Company House: Work with our Legal Department in ensuring all Company House documents/agreements are completed in time.
·  Insurance claims: Set up myBUY Purchase Orders, receipting and processing invoices for payment for VAT on insurance claims. Provide other support as needed on myBUY for insurance renewals and other transactions.

Qualifications/Requirements

What we're looking for;

·  Knowledge of working in a large corporate environment.
·  Ability to manage own workload and prioritise well
·  Great attention to detail (especially when checking documents & diaries)
·  Ability to co-ordinate meetings and events
·  Ability to work with high integrity and confidence (will be exposed to sensitive information)
·  Strong computer skills on Outlook, PowerPoint, Word and Excel
·  Manage and prioritise several competing requests at a time
·  Confident with arranging travel for managers (ideally on a global level)
·  Flexibility to adapt to a constantly changing environment

Relocation Eligible: Not Applicable
Job Type: Pipeline

We are an equal opportunity employer and comply with the Equality Act 2010, we value diversity at our company; it is an essential part of our success. We do not discriminate on the basis of age, pregnancy or maternity, marital/civil partnerships, religion or belief, sex or sexual orientation, gender or gender reassignment, disability or race including; colour, nationality, ethnic or national origin.