PA to VP Supply Chain/Site Coordinator (Maternity Cover)
Brand: Estée Lauder Companies Corporate Departments
Providing administrative and PA support to Vice President Supply Chain UK & Ireland including calendar management, travel bookings, and owning the action log of relevant meetings, following up to ensure completion.
Co-ordinate UK SCLT in respect to projects, team meetings and provide ad hoc support to team members, taking an active role in team meetings.
Own Supply Chain communications including quarterly newsletter, MyELC and global newsletter contributions.
Manage all correspondence as the single point of contact between Kite’s Croft and One Fitzroy, with respect to site wide events and brand activity, to facilitate consistency between the two sites. Informing line manager and the wider Kite’s Croft site, seeking direction where appropriate.
Manage all supplier/contractor relationships as the main ELC client within Kite’s Croft, providing guidance and approval for site activity.
Performance and contract management of all facilities suppliers, working with Procurement to maintain and optimise costs and working relationships.
Responsible for the facilities budget; preparation, submission and monitoring £TBC per year, approving invoices local to Kite’s Croft.
Proactively coordinate and arrange Kites Croft site wide events and meetings, for example Bi-Annual Site Meetings, Christmas party, Townhall, ad-hoc site celebrations. Responsible for the budget management for each event. Co-ordinate visitors to Kite’s Croft, including UK and Global ELT and Global SCLT visits, providing support as required.
Manage booking of KC meeting rooms, approving all large event bookings.
Roles & Responsibilities:
Core PA Responsibilities
Effective and efficient calendar management.
Arrange detailed travel itineraries (domestic and international). Organise business Visas when required.
Monitor and respond to emails on behalf of line management when appropriate.
Organise internal and external meetings as required. Prepare necessary documentation, take meeting minutes, compile notes and follow up on action items.
Collate information from team for line management requests/prior to meetings.
Action special projects assigned by line management.
Organise inductions for new Supply Chain management.
Respond to all incoming calls in a courteous and effective manner, and ensure line management is aware of messages at all times.
Plan and co-ordinate all aspects of Global/International visitors. Assist overseas visitors with accommodation and travel arrangements where necessary. Plan meetings and agenda as required.
Prepare and edit presentation PowerPoint decks.
Prepare and submit expense reports.
Secure meeting rooms/conference centres and necessary equipment. Ensure appropriate logistical support such as catering, preparing printed materials, ensuring proper set up, etc.
Visit and build relationships with local hotels/venues.
Raise POs when requested and manage corresponding invoices.
Maintain and update organisation charts and distribution lists.
Ensure systems access for my line manager, raising and resolving GIS issues.
Supply Chain Coordination
Own the email distribution lists in relation to Supply Chain departments and Kite’s Croft management teams.
Liaise with HR to calendarise Corporate Inductions for the SCLT, rotating attendance to present within this forum.
Maintain the Supply Chain Induction deck.
Co-ordinate Supply Chain events (internal and external), including conference, strategy cascades and team building, owning the budget in respect to these events.
Support external Supply Chain visits, including key suppliers and customers.
Collate and edit the UK Supply Chain Newsletter, managing the whole process through sourcing articles, finalising content and distributing across the team.
Contribute information, relevant to the UK market, to the Global Supply Chain Newsletter.
Manage the MyELC Supply Chain site, ensuring up to date and relevant information is regularly uploaded.
Maintain the Supply Chain Feedback scheme.
Facilities and Site Management
Organise, plan, attend and execute the smooth running of the bi-annual site presentations and monthly site meetings, leading the facilities/site updates and co-ordinating information from Security, Health & Safety and site contractors.
Own communications to the Kite’s Croft site, with the support of Corporate Communications.
As the single point of contact into the wider site, approve and oversee Kite’s Croft site events/brand activity including charity events, demonstrations, desk drops.
Own the budget for site wide events including Christmas Party, LSA, etc.
Attend weekly informal and monthly formal meetings with regular contractors. For example, catering, facilities, maintenance.
Prepare and submit the facilities budget.
Attend monthly finance meetings to monitor the facilities budget/spend across the year.
Act as a point of contact/approver for office projects (e.g. refurbishments, expansions, space planning and seating moves), supported by the facilities teams.
Contribute to the Crisis Management Team on behalf of Kite’s Croft, leveraging Mitie to return the business to maintain service through large scale issues.
Approve invoices local to the Kite’s Croft site.
Participate in tender processes in relation to the Kite’s Croft facilities department, acting as key decision maker/relationship holder, with the support of Procurement.
Organise quarterly tours to the Whitman plant, available site wide across Kite’s Croft and One Fitzroy.
Closing Date for Applications: Tuesday 16th October 2018
Organised and calm, consistent under pressure.
Highly professional, confidential and discreet.
Strong written and verbal communication.
Strong Microsoft Outlook, Word and Powerpoint skills, along with basic Excel skills.
Proactive, working well under own initiative within agreed boundaries.