Personal Assistant

We’re one of Europe’s leading entertainment and communication business. We’re always looking to improve by developing pioneering products and services which give every one of our customers experiences they’ll love.  

Join us as Personal Assistant and you'll be part of a dynamic team that makes sure our technology delivers the best experience for our customers. 

Purpose 

The Personal Assistant provides comprehensive support to the GAE Director, the Leadership Team, key company stakeholders and the BET Team. This role requires exceptional organizational skills, a proactive mindset, and the ability to handle a broad range of responsibilities, from managing executive schedules and logistical arrangements to overseeing strategic initiatives and organizing company events.

The Personal Assistant serves as a critical liaison between senior leaders, VIP visitors, external partners, and employees to ensure seamless operations and an outstanding experience for all involved. 

Key Responsibilities 

1. Executive Support 

• Provide full administrative support to the GAE Director, including managing calendars, scheduling meetings, lunches, breakfasts, coordinating personal and professional appointments, and ensuring the Director's time is utilized efficiently. 

• Arrange all travel logistics, including booking flights, accommodations, transportation, and creating detailed itineraries. 

• Handle expense reports and ensure timely submission and reconciliation. 

• Prepare and edit correspondence, reports, and PowerPoint presentations for senior stakeholders, ensuring these are updated, provide relevant information and comply to look and feel standards.  

2. VIP Hosting and Hospitality 

• Serve as the primary point of contact for Senior and VIP visitors (Band 7+), ensuring they receive a warm welcome and professional support. 

• Oversee end-to-end logistical arrangements for these visits, including transportation, accommodations, meals on site and off site, meeting room setups, and on-premises needs. 

• Coordinate with internal teams and external partners to ensure a seamless experience for visitors and their accompanying teams. 

3. Leadership Team Support 

• Assist the Leadership Team by scheduling meetings, maintaining minutes of strategic meetings, tracking decisions, and ensuring follow-up actions are completed. 

• Prepare impactful presentations for internal and external stakeholders. 

• Ensure all strategic initiatives are documented and communicated effectively. 

4. Procurement and Vendor Management 

• Work with the Facilities Manager in procurement activities, including requesting quotes, negotiating with external providers such as offsite event partners, healthcare and other benefits partners. 

• Build and maintain relationships with key vendors to ensure cost-effective and high-quality services. 

5. Well-being Initiatives 

• Organize and execute well-being initiatives such as yoga classes, pilates sessions, hikes, amongst others, and other activities to foster employee health and engagement. 

• Plan and manage internal and external events, ensuring all logistical and operational details are flawlessly executed, including employee kit assembling and distribution.  

6. Special Projects 

• Lead and manage special projects, such as developing and launching an employee SharePoint site with localized HR information. 

• Ensure projects are completed on time, within scope, and aligned with organizational objectives. 

Be flexible in working hours, including assisting with travel/logistics outside of office hours on occasion or working longer than average days to fulfil certain priorities that arise. 

What You'll Bring 

• Ability to deliver work to a high standard in a fast-paced environment 

• Ability to focus and deliver on several different projects simultaneously, managing senior stakeholders' expectations 

• Excellent time management skills and ability to prioritize work effectively 

• Attention to detail and problem-solving skills 

• Maintain discretion in all matters, serving as both a gatekeeper and an escalation buffer 

• Provide discreet coaching to stakeholders to prevent missteps and facilitate smooth interaction 

• Excellent written and verbal communication skills 

• Native-level fluency in English (mandatory) 

• Being a team player and passionate about our mission and goals 

Skills and Competencies 

• Organizational Excellence: Ability to manage multiple priorities, maintain attention to detail, and meet deadlines in a fast-paced environment. 

• Communication Skills: Strong written and verbal communication skills to interact with senior stakeholders, VIPs, and cross-functional teams effectively. 

• Proactive Mindset: Anticipates needs and takes initiative to resolve issues before they escalate. 

• Interpersonal Skills: Friendly and professional demeanor with the ability to build relationships and create a welcoming environment. 

• Problem-Solving Skills: Demonstrates creativity and resourcefulness in overcoming challenges. 

• Event Management Expertise: Proven ability to plan and execute events of varying complexity. 

• Technological Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with SharePoint or other internal platforms