17 May, 2018

Personal Assistant to Head of Technology

  • Sainsbury's
  • Walsgrave on Sowe, Coventry, Coventry, West Midlands CV2, UK
Full time Information Tech.

Job Description

In a nutshell

Support the Head's of Technology (HoT), with your primary responsibility being traditional administrative, organisational and analytical PA tasks, supporting the Director to be highly effective in the day-to-day role and take on ad hoc project work.

What I need to do

Organise the HOT's diaries, ensuring their time is used efficiently and effectively

Communication support

  • Act as first point of contact for the division, investigating queries from internal stakeholders and suppliers, taking ownership for simpler issues through to resolution
  • Read and prioritise inbound communications, ensuring timely and accurate responses are issued and responding yourself where possible
  • Facilitate clear and timely communications to stakeholders at all levels, including regular weekly and periodic updates

Meeting support

  • Schedule meetings, including diary coordination, meeting logistics and attendee management
  • Collate and disseminate agendas and pre-reads, record next steps and issue minutes for key meetings, and follow up next steps tenaciously
  • Ensure the Directors is prepared for meetings
  • Confirm agenda is known, timing and location for meetings each day, together with logistics for getting to/from each meeting when applicable
  • Collate information and pre-reads in advance
  • Schedule sufficient dedicated time before each meeting for the Director to prepare, review and refine materials, including pre-wire meetings with stakeholders where appropriate
  • Flag and help resolve the Director's next steps from previous meetings

Administrative support

  • Prepare and update reports and presentation packs
  • Organise team and stakeholder events, including off sites and roadshow presentations
  • Prioritise, track and resolve ad-hoc requests from the Director, including research and data collation
  • Create, manage and update trackers
  • Research and book travel and accommodation; submit visa applications when applicable
  • Process expenses and maintain accurate records
  • Budget management and reporting
  • Raise and approve purchase orders in a timely manner, to ensure suppliers are paid within contractual timelines
  • Ensure information is stored in a manner and format that facilitates timely retrieval
  • Provide holiday and sickness cover for other D&T PAs
  • Take joint ownership with your manager for making your team a great place to work


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