Executive Assistant - Chief Supply Chain Officer

Burberry

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Job Details

Job title

Executive Assistant - Chief Supply Chain Officer, Burberry

Location

London, United Kingdom

Level

Manager

Function

Logistics & Supply Chain

Posted

Contract

Full-time, Salary Unspecified

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Job Description

To provide a comprehensive level of administrative and organizational support to the Chief Supply Chain Officer to ensure smooth and efficient running of the Supply Chain function. Acting on behalf of the executive to take action and decisions in agreed areas of responsibility.

RESPONSIBILITIES
  • Partnering closely and working as a true right hand to the CSCO
  • Thorough understanding of departmental priorities and those of the CSCO and using this to proactively manage the diary, requests and workload
  • To act firmly and decisively, with charm, in managing both the CSCO’s agenda and meeting schedules and to take decisions accordingly, while prioritizing the needs of both the CSCO and the business
  • Extensive diary management including daily management of scheduling and rescheduling of appointments, communicating with attendees, flexible approach to changing schedules, ensuring appointments are met and correct facilities have been booked. Ensuring the CSCO is fully prepared for each meeting, providing background information and previous meeting notes for all external and internal meetings
  • Proactively support the CSCO with meetings for the Board, Executive Committee, Senior Leadership Team, Supply Chain Leadership Team and Town Halls. Including collating agenda items, ensuring all AV needs are met, printing where necessary and presentation support
  • Extensive travel organisation including flight, hotel, car bookings, applying for necessary visas for travel, research for the most cost effective travel options and production of detailed travel itineraries
  • Senior new starter induction planning and organisation
  • Processing expenses in line with company policy
  • Review of direct report expense submissions before CSCO review
  • Maintaining the upkeep of forecasted travel budgets
  • Maintaining required records for the Supply Chain Leadership Team/direct reports (travel, sickness, holidays)
  • Facilitating and managing Purchase Orders, Consultant Spend Requests, New Vendor requests and payments in a timely manner, as required
  • Coordinate and/or lead ad-hoc projects, as requested by the CSCO
  • Attend relevant meetings, taking notes as requested and distribute to attendees
  • Ensuring Supply Chain meetings, quarterly check-ins and review meetings are diarised within the correct timeframes and requirements
  • Producing general correspondence to both internal and external stakeholders
  • Ensure a VIP service for all guests
  • Full inbox management including message review, flagging/highlighting, drafting and responding
  • Assisting with personal administration (20% of time)
  • Handling IT and maintenance queries
  • Organising events on the request of the CSCO (team gatherings and global townhall meetings)
  • Respond to and declare any external invitation and speaking requests
  • Running of ad-hoc errands
  • Ensuring phones are answered politely, quickly and efficiently (within 3 rings)
  • Opening and distribution of all post
  • Ability to proactively manage requests and workload
 

The Ideal Candidate

  • Previous experience of working as an EA/PA at a senior level in a highly discrete role - confidentiality is paramount and must be maintained at all times
  • Experience of working in global corporate organisations beneficial
  • Ability to engage with Senior Supply Chain Leadership Team members in various global jurisdictions
  • Build strong relationships across the stakeholder group - Executive Committee, Senior Leadership Team, Supply Chain Leadership Team and Exec Admin function
  • Ability to handle multiple assignments quickly and efficiently while showing diplomacy and sensitivity in a highly pressured environment
  • Demonstrating the ability to prioritise workload and problem solve
  • High level of professionalism, commitment and ability to express opinions in a clear and practical manner
  • Strong influencing skills - able to gain credence from and to appropriately engage with the highest level of management
  • Strong administrative and organisational skills with high attention to detail
  • Ability to build strong and trusted relationships
  • Ability to understand real-time meeting needs, including able to act flexibly, quickly and calmly to last minute requests and changes
  • Ability to work independently, with an acute sense of responsibility and accountability with a well-developed sense of maturity, judgement and self-confidence to deal with senior and experienced internal and external business executives
  • Proactively think ahead, anticipate needs and be confident in taking the initiative
  • Highly computer literate, particularly in Outlook, Word, PowerPoint and Excel
  • Concur, SAP and Ariba knowledge desirable
  • Understanding and adherence to the Exec Admin processes and ways of working – filing, file naming conventions, cover and handover procedures
  • Experience of managing/overseeing other PAs preferable
  • Experience with using technology for meetings (VC, teleconference, Skype, Webex)
  • Good understanding/knowledge of London preferred
  • French language preferable
  • Reliable

About Us

Founded in 1856, Burberry today remains quintessentially British, with outerwear at its core.  Digital luxury positioning and intensive focus on design innovation, quality and heritage icons ensure continued brand purity and relevance globally across genders and generations. Burberry believes that in order to be a great brand it must also be a great company and constantly leverages the energy of its compassionate and creative thinking culture to continually innovate and drive the brand forward. Headquartered in London, Burberry is a design, marketing and retail led business with a global reputation for innovative product design, digital marketing initiatives and dynamic retail strategies.