Executive Assistant to the CEO

Hours: 36

Salary: Competitive

Location: Shire Park, Kestral Way, Welwyn Garden City AL7 1GA

United Kingdom

Apply by: 28/09/2023

Executive Assistant to the CEO

Shire Park, Kestral Way, Welwyn Garden City AL7 1GA

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About the role

As the Executive Assistant to the CEO you will

  • Expertly coordinate complex scheduling & extensive calendar management, aligning CEO commitments around the business & executive committee priorities.
  • Liaising on behalf of CEO & senior leadership team with suppliers and/or stakeholders across the business/externally.
  • Embedded in the organisation, with a clear understanding of key priorities & objectives, providing support as required.
  • Building a network within the LTA job family specifically with the Executive Assistants to enable the delivery of a great service to the Tesco group leadership team.
  • Coordinating both internal & external Chief Executive networks & professional contacts, to ensure they are optimised & Chief Executive is always represented well.
  • Manage the content & flow of confidential & commercially sensitive information to senior executives to include reviewing emails, actioning emails (wherever possible) & managing archives.
  • Organising logistics & visit itinerary associated with national & international travel including visas.
  • Supporting effective administration to include processing expenses in line with the policy, acting as first point of contact for direct reports & supporting administrative & system activities.
  • Acting as the first point of contact for direct reports & internal stakeholders.

The Hiring Manager for this vacancy is James Lingard / Recruiter: Ellie Goldby 

You will be responsible for

  • Manage & proactively maintain CEO's diary & email account, ensuring they are fully prepared for all meetings & engagements.
  • Responding to internal & external invitations & being the gate keeper for direct access to the CEO.
  • Planning regular diary meetings with the CEO to discuss upcoming engagements & diary invites/all requests for the CEO's time.
  • Processing & coordinating miscellaneous post/emails to relevant business owners.
  • Responding to miscellaneous requests from the business for the CEO & being the first point of contact.
  • Liaising & maintaining strong relationships with the wider team (Executive Assistants).
  • Supporting & developing internal/external stakeholder relationships which will include, Government, Industry & suppliers.
  • Planning & coordination of key events, organising the logistics/catering through collaboration with the events team.
  • Arranging complex & detailed travel plans for the CEO (including overseas) coordinating any visa requirements.
  • Tracking & recording the CEO's working week between Ireland/UK to liaise & update the tax advisors.
  • Keeping an accurate record of papers & electronic correspondence.
  • Managing the board & exec cost centre through collaboration with the finance teams.
  • Creating & submitting the CEO's expenses & any activity that is required on Work & Pay.
  • Authorising & processing the expenses & any holiday requests for the CEO's direct reports.
  • Authorising purchase orders (once approved by the CEO).
  • Organising & drafting personal correspondence for the CEO including celebration & thank you activity.
  • Maintaining the contacts list for internal & external contacts.
  • Coordinate the up-keep of the company vehicle liaising with the Fleet Manager in Daventry DC & hold the spare set of keys.
  • Main point of contact for facilities.
  • Managing the end-to-end process of the fuel card.

You will need

  • MS Office/Outlook.
  • Highly organised, ability to prioritise effectively.
  • Accuracy & attention to detail.
  • Solution orientated, ability to network & juggle competing priorities effectively for the exec member/wider exec team.
  • Administrative skills; multi-tasking is essential.
  • Experience of complex diary management & interaction with multiple stakeholders.
  • Knowledge of Tesco systems including Convene, Condeco, Concur, W&P, Your Contribution. 
  • To be diplomatic with stakeholders to ensure CEO & exec members time is well managed.
  • Energetic & self reliant with a creative approach to solving problems/clashes/multiple commitments.

What’s in it for you

We offer excellent benefits that help make Tesco a great place to work! These include but aren’t limited to:

  • Annual bonus scheme 
  • Holiday starting at 20 days plus a personal day rising to 22 days after 12 months (plus 8 Bank holidays)
  • Retirement savings plan - save between 4% and 7.5% and Tesco will match your contribution
  • Life Assurance - 5 x contractual pay
  • Great colleague deals and discounts, saving you money on everyday purchases, eating out and utility bills for the home
  • Opportunities to get on - take advantage of our ongoing learning opportunities and award-winning training, to help you achieve the job and career you want

Click here to read more about the benefits we have available for our colleagues

About us

Our vision at Tesco is to become every customer's favourite way to shop, whether they are at home or out on the move. Our core purpose is ‘Serving our customers, communities and planet a little better every day’. Serving means more than a transactional relationship with our customers. It means acting as a responsible and sustainable business for all stakeholders, for the communities we are part of and for the planet.

We are proud to have an inclusive culture at Tesco where everyone truly feels able to be themselves. At Tesco, we not only celebrate diversity, but recognise the value and opportunity it brings. We're committed to creating a workplace where differences are valued, and make sure that all colleagues are given the same opportunities. We're a big business with diverse working patterns and many business areas which means that we can find something that works for you. Everyone is welcome at Tesco.

We have recently announced that we will be moving towards a more blended working week – combining office and remote working. Our offices will continue to be where we connect, collaborate and innovate. Please talk to us to about how this can work for you.

NOTE: Should you be successful in your application, your offer will be subject to and conditional upon you providing your bank account details on your agreed start date.

We’re proud to have been accredited Disability Confident Leader and we’re committed to providing a fully inclusive and accessible recruitment process. For further information on the accessibility support we can offer, please click here.

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