Job Title: Personal Assistant Business Function: Customer Operations Location: Kingston Upon Thames Working Hours: Part time JOB PURPOSE: The role supports 1 VP in Unilever’s Customer Operations Function based in the UK with teams also across East Europe and Italy. We are seeking a highly organised and efficient PA who is a self-starter and who can interact regularly with an international network both inside the business and externally. You must be capable of managing your own time effectively, working independently using your initiative and keep the leaders updating on issues arising in their absence. As a key member of the team, you will be responsible for maintaining, coordinating the VP’s schedule, ensuring optimal time utilisation and seamless day-to-day operations within a busy environment. RESPONSIBILITIES Diary Management Complex diary management – Efficiently manage and organise the VP’s calendar, scheduling appointments, meetings, and travel arrangements. Organising local and international meetings. Prioritise and coordinate commitments, proactively addressing potential scheduling conflicts and ensuring timely communication with all stakeholders Liaise with internal and external contacts to confirm appointments and manage any changes to the schedule Event Organisation Assisting with the organisation of annual conferences, meetings Logistics Organisation and coordination of international and local travel, including preparation of itineraries, visas, accommodation and logistics. Visitor management Booking catering and meeting rooms Administrative Support Act as a gatekeep for the VP’s time, effectively screening and prioritising incoming communication and responding to email correspondence, as appropriate Responding to queries and requests for information from all parts of the organisation on an ad hoc basis. Responding to external speculative requests and queries as necessary. Processing expenses and invoices using relevant systems Pro-actively tackling issues related to administrative processes to ensure speed and efficiency. ALL ABOUT YOU This role requires proven experience as a Personal Assistant or top-level secretary and preferably experience working in a global organisation. It requires discretion and confidentiality. Previous experience working with a large number of stakeholders internally and externally within an International framework. Critically, you must be well organised, able to prioritise tasks of high complexity and have the ability to build relationships with an international network and key stakeholders across different levels in and out of the organisation. Excellent written and oral communication skills are important, plus experience in managing office processes and where necessary, developing new approaches to meeting changing needs. You must be comfortable working in a virtual environment and building collaboration with people from different cultures around the world. Excellent in Microsoft applications including Outlook, Word, Excel, Power Point, SharePoint/One Drive as well as Whatsapp. Ability to quickly acquire new IT skills to utilise key company software and systems and assist in promoting the use of new software in the business You must be flexible, have a high degree of maturity, self-confidence, enthusiastic with strong interpersonal skills. Calm and able to cope with constant change in the leader’s plans, often at last minute Trustworthy and sensitive when exposed to confidential information PA Diploma is desirable but not essential Competencies: · Accountability & Responsibility · Consumer and Customer Focus · Bias for Action NOTES About Unilever Unilever is one of the world’s leading suppliers of Food, Home and Personal Care products with sales in over 190 countries and reaching 2 billion consumers a day. Unilever has more than 400 brands found in homes around the world, including Dove, Tresemme, Lynx, Lifebuoy, Shea Moisture, Persil, Domestos, Ben & Jerry’s, Magnum, Marmite, The Vegetarian Butcher, Graze and Pot Noodle. Faced with the challenge of climate change and the need for human development, we want to move towards a world where everyone can live well and within the natural limits of the planet. That’s why our purpose is ‘to make sustainable living commonplace What We Offer Not only do we offer a competitive salary and pension scheme, we also offer an annual bonus, subsidised gym membership, a discounted staff shop and shares. You’ll have the opportunity to work directly with our renowned and exciting brands in a flexible and hybrid working environment. Whilst the role is advertised on a full-time basis, we would be happy to discuss possible flexible working options and what this may look like for you. We are a key advocate of wellbeing and offer a variety of support for our people including hubs, programmes and development opportunities. We strive to achieve a family-friendly and inclusive workplace and to, above all, create possibilities for all. Diversity at Unilever is about inclusion, embracing differences, creating possibilities, and growing together for better business performance. We want to push boundaries, and have the flexibility needed to keep adapting in an ever-changing, more dynamic world. This means giving full and fair consideration to all applicants, regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, and pregnancy and maternity. As part of your hiring journey, we are happy to support requests for reasonable adjustments, to improve your recruitment experience. To find out more, including more information about our Employee Resource Groups, please click here. Recruitment Fraud Cyber criminals advertise fake job adverts with prestigious employers as a way of stealing information or even defrauding individuals out of money. In the most sophisticated cases, they will set up fake websites, which have a similar address to companies like Unilever. They even conduct fake telephone interviews and then offer candidates a role with the proviso they pay a fee for background checks or to cover work visa costs. These types of attacks are becoming more common as more people are looking for employment in the economic climate. How is Unilever tackling this? Many of Unilever’s recruitment sites publish a warning to candidates about recruitment fraud. The Cyber Security team also proactively scan for signs of people setting up fake Unilever sites and act to close them down. What can I do? If you become aware of potential recruitment fraud, spot fake Unilever recruitment adverts or fake LinkedIn profiles, report them via Una Live Chat. Unilever does not accept responsibility or liability for any candidates who are financially impacted by recruitment fraud. Your vigilance is key