The Fragrance Shop, The UK’s leading Independent Retailer is now recruiting for **a Personal Assistant **to the CEO. This is a fantastic opportunity to be part of a highly successful expanding entrepreneurial business providing outstanding support to the CEO, as a Personal Assistant to Sanjay Vadera MBE and developing a career in business at the same time. This is a career development opportunity and support will be considered to obtaining further qualifications in business. Opportunities like this don't come along that often.
Working alongside Sanjay, you will gain unique insight into what it takes to run a successful business and you will help facilitate the necessary requirements to provide the optimal conditions for Sanjay. This role will be based in our brand new state of the art offices in Manchester and report into the Executive Assistant who is based in London.
So what the role covers:
Operational focus of the role.
Always managing the operation in synergy with Sanjay; filtering emails, eliminating distractions, pre-empting information requests.
Working closely alongside the Executive Assistant to manage Sanjay’s personal diary/ external meetings and taking ownership on all internal matters within the office. There will be elements of office management within this role involving buying office supplies, arranging lunches and having close contact with the office cleaners.
Communication.
Ensure that meetings begin on time, on the correct communication channel with prep material delivered in advance and all the right people in attendance.
Following up on internal meetings and ensuring 121’s are kept in regularly and run on time, whilst also finding the balance to delegate non-urgent matters to Directors and Senior Managers.
Handling errands and appointments and family Ad-hoc administration and support.
Let’s consider strategy.
Optimising travel schedules, enabling remote decision making and always keeping projects on track. As a fast moving entrepreneur there are always projects to juggle!
There will be some financial work.
Managing some financial elements both personally and for business related expenses. Experience in dealing with multiple private bank accounts and vehicle administration would be ideal and desirable to understand general property management.
Someone who enjoys a challenge and has interests in events would be suitable as there is opportunities to arrange internal and external events for the Vadera family and The Fragrance Shop, you will get to be involved In every aspect of this family’s life along with an opportunity to develop your business understanding.
Sanjay is the best form of marketing for our business.
Learning and understanding the business and Sanjay is critical. As a team, you will be able to put forward the requests for meetings, lunches, keys notes etc that align with the needs of the business and Sanjay’s agenda is key.
The people side.
Engagement with people must be one of your core strengths; the ability to nurture, care, make sure all the soft facets are covered; the refreshments, the right food, the exercise is programmed in, the health checks, in fact, all the aspects that retain Sanjay in the business, working at peak performance.
Good Personal Assistants understand, in detail, their boss's numerous tasks. A great Personal Assistant understands how these tasks fit into the overall scope of the business and is able to communicate with senior executives, brand partners in all areas of his or her boss's work.
Can you become the expert in communication that we are looking for?
EXPERTISE MATCH
- Experience as a private PA/family support desirable
- Experience or a strong willingness to provide support to a CEO/MD is essential.
- Work experience within retail or wholesale is desirable.
- Work experience within an entrepreneurial/family business is desirable.
- Degree level education or equivalent is desirable.
- Minute taking and excellent typing ability is essential.
- Fully conversant with Microsoft office, Excel, PowerPoint, Word.
SKILLS MATCH
- Customer focus.
- Results/target orientated.
- Possesses a high level of confidentiality and integrity.
- Professional, personable and immaculately presented at all times.
- Ability to work under pressure and in a fast-paced environment.
PERSONAL ASSISTANT - CORE COMPETENCIES
Adaptability
- Demonstrates flexibility in the face of change.
- Projects a positive demeanour regardless of changes in working conditions.
- Shows the ability to manage multiple conflicting priorities without loss of composure.
Organisation
- Time management – determines the appropriate allocation of time.
- Space management (CEO’s office and own office)– effectively manages the workspace i.e. keeps a clean and organised office, appropriately handles all paperwork, maintains control over the physical environment.
- Task Management – balances conflicting priorities in order to manage workflow, ensure the completion of essential projects and meet critical deadlines.
Proactive anticipation of needs
- Demonstrates the ability to foresee problems and prevent them by taking action.
- Utilises analytical skills and a broad understanding of the business to effectively interpret needs.
Communication skills
- Listening – understands that the most important aspect of communication is the act of listening and actively works to improve those skills.
- Verbal – speaks with confidence using clear, concise sentences and is easily understood.
- Written – produces well thought-out, professional correspondence free of grammatical and spelling errors.
- Telephone/Email – uses high quality, professional oral and written skills
- (as described above) to project a positive image of the business.
Client Service
- Interacts professionally with clients and associates at all times.
- Promptly responds to requests with accuracy and a courteous demeanour.
Broad understanding of business concepts
- Demonstrates an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates.
Team player
- Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.
Computer technical skills
- Displays proficiency using standard office equipment such as a computer, photocopier, scanner etc.
- Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.
Judgement
- Exhibits sound judgement and the ability to make reasonable decisions in the absence of direction.
- Swiftly refers problems/issues to the appropriate person(s) when necessary.
- Works effectively without constant and direct supervision or guidance.