
Personal Assistant - Group HR Director London, England
Job description
This is a key role in supporting the HR function in delivering a global People Agenda for Howden Group. A primary focus is managing the Group HR Director’s diary, scheduling meetings internally and externally, organising international travel and events. Additionally, this role will provide some administrative support across the UK members of the HR Leadership team. For example, this role will provide essential support in organising and monitoring projects, manage our budgets and reporting, enabling effective collaboration across the function.
Key Accountabilities:
- Full diary management for, Group HR Director and ad-hoc diary support HR Leadership Team
- Planning, organising and supporting internal and external meetings and providing necessary documentation which includes proactively arranging agendas and papers ahead of meetings in a timely and efficient way
- Acting, as required, as meeting secretary, recording and distributing notes, actions and following up as appropriate
- Booking travel and accommodation for international travel where required
- Providing project administrative support to the HR Leadership team including but not limited to, formatting documents, reports and presentations,
- Lead and coordinate on key HR meetings and forums – setting the agenda, structure and format of meetings and facilitating sessions
- Manage consolidation monthly reporting requirements for Group HR Director and HR Leadership team. This includes monthly HR reports for the Group ExCo, board meetings and divisional leadership meetings. Key reports include consolidation of key HR metrics and progress against global People Agenda
- Support the HRD and HR Leadership team in managing the HR budget, working with the Finance team to provide regular updates and MI on plan vs actuals. Support forward looking budgeting and forecasting process
- Manage invoicing process and approvals for the HR function
- Support the Group HR Director and HR Leadership Team to produce appropriate internal team communications
- Manage key initiatives for the HR team (e.g., Office moves, New laptop deployment, software upgrades)
- Handling confidential information in a discreet, sensitive and diplomatic manner, ensuring security of access to such information is maintained at all times.
- The successful applicant will have a proven track record of delivery in a PA/Team Assistant type role and be comfortable delivering excellent support to the Group HRD/HR Leadership team whilst maintaining an effective relationships with the broader team
- An ability to prioritise is key as is the ability to manage a broad range of tasks from structured e.g. Taking minutes and diary management to creative e.g. event co-ordination and communications
- The ability to demonstrate attention to detail and pride in their delivery highly valued
- Experience working in a large complex and international organisations
- A natural ability to seek out and connect with "solution providers/fixers", irrespective of whether they are based in the office or remotely
- A positive, can-do approach to work, and transparency in communication/sharing ideas, issues, needs, concerns
- Ability to work in a fast-paced and ambiguous environments, and a proven ability to be proactive/work on own initiative
- Need fully operational knowledge of Microsoft Office (Outlook, PowerPoint, Word), as well as Microsoft Live Meeting and Microsoft SharePoint. Must also have basic Excel knowledge.
- Excellent time management/organisational skills and high throughput of quality work
- Excellent written and verbal communication
- An international group with independence and people at its heart
- A home for talent with a unique culture: the biggest small company in the world