Personal Assistant to Managing Director UK

What makes this a great opportunity?

Assistant to Managing Director – UK & Ireland

Location: Central London, Office based 

Reports to: Managing Director – UK & Ireland 

• Responsible for supporting and assisting the UK & Ireland Managing Director to be as effective as possible by supporting preparation for, during and after key meetings.  
• Play a key role with the UK leadership team working primarily with the MD and will partner closely with other Assistants across Beam Suntory. 
• Being the key support and welcoming host for teams visiting UK i.e., International Leadership Teams, Executive Leadership Teams, Suntory Holdings, Global Brand Teams etc. by booking hotels, restaurant recommendations and bookings, travel to and from London, meeting rooms etc.  
• Opportunity to lead company wide employee events and play a key role in building culture (i.e., calendar events around our brands, townhalls, conferences and other organizational projects).  

Role Responsibilities

• Assist with administrative tasks such as travel and visa arrangements, calendar management, organizing meetings, expenses, and indirect procurement activity, as well as some general office administration. 
• Play a driving role in executing an ongoing programme to support office culture, in alignment with HR and Corp Comms (e.g. happy hours, wellness activities, volunteering, etc.) 
• Event planning and management – e.g. annual Together for Good Day and other volunteering events, office opening party / logistical organization of town halls, Christmas parties etc. 
• Ongoing coordination with Suntory and SBF re: joint office use, leading on any social interactions between the groups, etc. 
• Supporting HR with execution of onboarding activities for new hires (e.g. coordinating any distillery trips for new hires, any seminars in the office, etc.) 
• Coordinate welcome gifts and events for new team members 
• Link London office with global initiatives/comms (e.g. set up logistics to dial into Global Town Halls, supporting execution of DEI events, sustainability initiatives, any ongoing volunteer activity) 
• Communication to employees – manage day-to-day people communications relating to the office  – e.g. updates to the team about London-specific activities, the desk booking system, practicalities re: parking, building access, etc.  

Qualifications & Skills

 
•    Communication 
•    Planning and Organization 
•    Team Player 
•    Problem solving and proactive 
•    “Can do” attitude 
•    Analytical and structured thinking 
•    Anticipate needs 
•    Attention to detail and accuracy 
•    Clear, objective and positive communication 
•    Motivation, open minded attitude, global thinking 
•    Confidentiality and discretion dealing with information 
•    Strong organisation and prioritisation of tasks 
•    Ability to work under pressure and tight deadlines 
•    Capacity to manage issues and escalate appropriately. 
•    Ability to communicate to and manage issues with senior management levels 
•    MS office skills (Word, Excel, PowerPoint, Outlook) 
•    Knowing London (accommodation, transportation etc)