Personal Assistant

In a nutshell

As Personal Assistant to multiple Senior leaders within the Sainsbury’s Tech division, you’ll provide professional and confidential support including traditional administrative, organisational and analytical PA tasks. You’ll be responsible for diary management, organising meetings, assisting with presentations, arranging travel and accommodation, expenses and the delivery of accurate and timely information.

What you need to do

• To provide organised and comprehensive administrative support in all areas as required by the leaders.
• To manage and co-ordinate multiple diaries, scheduling appointments on a daily basis, prioritising at short notice, proactively managing regular and long-term commitments through liaison with relevant business areas and cross functional teams to ensure consistent and maximum attendance by key colleagues and ensuring any ad-hoc meeting logistics are met. For example, meeting and greeting external visitors when required.
• Read and prioritise inbound communications to leaders ensuring timely and accurate responses are issued and priorities are flagged.
• Maintain and administer systems on behalf of the leaders where approved – such as SSP, Concur, MyHR, processing holiday requests and expenses in a timely manner.
• Act as first point of contact within the team, investigating queries from internal and external stakeholders, tenaciously taking ownership through to resolution.
• Ensure information required by the leaders is prioritised, collated, tracked and stored in a manner and format that facilitates timely retrieval whilst considering information confidentiality.
• Collating agendas, pre reads, recording any next steps and issuing minutes for key meetings as required.
• Facilitate clear, accurate and timely communications to the team and stakeholders at all levels when required by the leader.
• To organise internal and externals events, visits, conferences with the team and with suppliers or external bodies as required
• Work cross functionally across other domains, particularly with other support and central functions to ensure that information and meetings are managed in a way that is prioritised and is most efficient and effective for all parties
• To arrange and coordinate timely and cost-efficient travel arrangements for the leaders.
• To be an active and positive team player of an established PA team, assisting the team with holiday cover when required.
• Develop strong professional relationships with the leaders, always upholding the business values for both internal and external parties, whilst maintaining a high level of discreteness and confidentiality at all times.

What you need to know and show

• Confident, optimistic, positive attitude and energy whilst being adaptable to a fast-paced environment
• Great communication skills at all levels
• Excellent organisation skills
• Multi-skilling and prioritisation skills
• Consistently use own initiative and work proactively
• Previous experience of high-level administrative skills, project and diary management etc
• Ability to network with all areas of the business
• Impact and influencing skills
• Excellent written and verbal skills
• Good self-awareness and strong teamwork skills to work alongside colleagues to deliver the best results.
• Manages highly sensitive information both efficient and discretely at all times.
• Planning and prioritisation of daily workload to ensure team administration and communication is completed in the most straightforward way.
• Timely and accurate information management
• Demonstrate good judgement in escalating issues.
• Proficient working with Outlook, Teams, PowerPoint, word and Excel

As well as lots of on-the-job training and endless opportunities, you’ll get:

• Colleague discount across our multi-brands – Sainsbury’s, Argos and Habitat
• Holiday allowance
• Bonus scheme
• Pension plan
• Special offers on gym memberships, restaurants, holidays, retail vouchers and more

Work-life balance is important to us, so we offer our colleagues as much flexibility as possible in line with the needs of their role. We trust them to decide how, where and when they work, combining remote and collaborative working with a flexible approach to hours, giving them plenty of time and space for life outside of work whilst delivering against our business goals.