PA to CCO/Sales & Tender Support

at  PANDA

QUALIFICATIONS:

• Bachelor’s degree or equivalent work experience/or technically relevant work experience
• Minimum 3 years PA experience in a busy corporate environment

In addition to relevant experience and secretarial and administrative knowledge, you’ll need to show evidence of the following:

• Ability to work both independently and self-driven with the ability to work on own initiative
• Independent thinking and work without instruction
• Fluency in written and spoken English required; Excellent communication skills, both written and verbal
• Business Acumen – demonstrates business/marketplace knowledge (policies, practices, trends, etc.)
• Excellent word processing and IT skills, including knowledge of a range of software packages
• Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines
• Personal/ Professional Effectiveness – demonstrates ability to be self-directed and self-motivated
• Planning and organising – optimises use of time and resources to achieve desired results
• Accountability – holds self and others accountable for results
• Displays leadership through innovation in everything you do

Location: Dublin/Hybrid

CORE TASKS/CONTEXT:

This role will sit primarily within the Sales Team and will be responsible for administrative support to both the Chief Commercial Officer & the Head of Tenders. As a personal assistant (PA) you’ll work closely with senior managerial staff to provide administrative support, usually on a one-to-one basis. You’ll help a manager to make the best use of their time by dealing with secretarial and administrative tasks.
You will need to get extensive knowledge of the organisation in which you work. You’ll need to know who key personnel are, both external and internal, and understand the organisation’s aims and objectives.
Discretion and confidentiality are therefore essential attributes of your role.

RESPONSIBILITIES INCLUDE:

• Acting as a first point of contact for callers, dealing with emails and phone calls by responding, passing on messages or highlighting them for the relevant persons attention
• Managing CCO’s diary and organising meetings and appointments, often controlling access to the manager/executive. Help with daily time management.
• Booking and arranging travel, transport and accommodation
• Reminding the manager/executive of important tasks and deadlines
• Typing, compiling and preparing reports, presentations and correspondence
• Managing databases and filing systems
• Implementing and maintaining procedures/administrative systems
• Collating and filing expenses including commissions/bonuses
• Miscellaneous tasks to support both the CCO and the Head of Tenders
• Take accurate and comprehensive notes at meetings.
• Run errands as requested.
• Support the current tender submission process for formatting, completeness, consistency & compliance.
• Assist in the management of data related to the tendering process
• Liaise with All Departments e.g., Health & Safety, Environmental etc. to retrieve the correct information to ensure tender compliance.
• Stay ahead of any changes within the organisation to include this information under Innovation & Sustainability so we stay ahead of our competitors
• Completing sales related and marketing administrative reports on a daily basis that includes running marketing and sales reports and other assignments as requested.
• Updating/maintaining tracking spreadsheets, KPI’s etc.
• Central Procurement Function for ordering decals, posters, corriboards, internal boxes etc.
• Help manage Customer Support/Sponsorship