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Departmental PA

Posted: 19 Jan 2022 Closes: 18 Feb 2022
London, GREATER LONDON, ENGLAND Competetive
Permanent & Full-time MAS_24178

M&S is changing! We are undergoing one of the biggest transformations in retailing today to build a bigger, better business.

Key accountabilities and measures
  • Diary Management for the Womenswear Leadership Team
  • Maintain excellent working relationships across all areas of the Business.
  • Dealing with all levels of administration promptly and efficiently
  • Develop an excellent working relationship not only with leadership team but also the wider audience of contacts both internally and externally
  • Maintain an efficient operation dealing with a variety of tasks, often to short time scales and managing the running of the office. Reacting to change as required
  • Maintain a complex and wide-ranging diary both internally and externally and liaising with others to ensure co-ordination. Ensure suitable facilities are available and briefing documents distributed as appropriate
  • Provision of a confidential and discreet service, including accurate, on-time and thorough information
  • Respond to queries from internal and external customers and resolve issues
  • Develop a network of internal and external contacts to support the needs of the leadership team
  • Act as first point of contact for the leadership team, to internal and external personnel, representing them
  • Maintain a clear understanding of the leadership teams' deadlines, priorities and objectives
  • Arrange detailed travel itineraries
  • Filter mail and phone calls, and deal with as appropriate, requesting draft replies from Business Areas and following up where necessary
  • Maintaining a high level of confidentiality at all times
  • Managing collation of information for Committee meetings, store visits, and overseas travel.
  • Process and reconcile expenses
  • Assist in arranging group functions and events where appropriate

Key skills
  • Experience in a senior support role in a large fast-paced organisation and excellent communication and influencing skills are a must
  • Strong stakeholder management skills with the ability to engage with all levels both inside and outside the company
  • Ability to act at pace and with resilience when under pressure
  • Proactive & positive approach
  • Excellent Microsoft Office skills including Word, Excel and PowerPoint
  • Strong project management skills with excellent attention to detail
  • Ability to handle competing priorities, time-sensitive projects and potential conflicts; demonstrating sound judgement
  • Foresight to identify and address potential issues at the earliest stage of their development
  • Ability to plan work efficiently to ensure own deadlines are fully achieved
  • Experience of budget management
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