To provide administrative support to the Operations Director relating to organisational processes and procedures. Effectively communicating to key stakeholders in a timely fashion so as to provide accurate, high quality information in order to meet deadlines.
KEY RESPONSIBILITIES
- Manage the Operations Director schedule: diary management and prioritising of tasks
- Manage own inbox and monitor Operations Director
- Arrange internal and external meetings
- Travel to and minute take for key meetings
- Co-ordinate Regional Tours and Operations Meeting attendance
- Planning and preparation for meetings including production of presentation decks using Power point for team meetings
- Manage all travel arrangements and produce itineraries
- Liaising with PA’s & Regional Administrators for integrated travel and meeting arrangements.
- Liaising with Regional Administrators & Operations Analyst to collate information, data and produce reports to support Operations Director
- Support Regional Administrators to ensure deadlines are met and work is presented with consistency and accuracy
- Process and track Regional Manager holiday, weekend working and movements
- Collate and maintaining a divisional tracker, tracking Key Performance Indicators
- Production, management and distribution of presentations, briefing papers and reports
- All administrative support tasks such as drafting and typing up letters, printing, proof reading, copying, emailing, uploading, filing, submitting expenses etc.
- Taking ownership of specific circuit-wide tasks
- Processing invoices, invoice reconciliation, raising purchase orders and liaising with the Finance department to ensure that supplier payments are up to date.
- Support other members of the Operations team as and when required
- Office based role inside a Cinema, often with lone working
- Any other ad-hoc duties as required
ESSENTIAL / DESIRABLE ATTRIBUTES & EXPERIENCE
Technical Experience
- Must have worked supporting Senior Management level previously
- Strong PC Skills, specifically Excel and Outlook (Microsoft Office suite.
- Excellent interpersonal and communication skills (verbal and written)
- Excellent organisational and time management skills
- Strong attention to detail, accuracy and numeracy
- Ability and willingness to travel within the UK, including overnight stays as and when required
- Full driving licence
- Sensitivity to confidential matters
- Happy to work in a solo environment
- Flexibility and willingness to take on all tasks, big or small
- A professional and positive ‘can do’ attitude
Key Skills & Behaviours
Working Together
- Treating people as individuals - with respect, fairly and valuing differences (employees and customers alike)
- Communicates effectively with a range of people internally and externally and explains specialist information across all levels and all forums (i.e. meetings, emails, presentations)
- Communicates effectively and provides explanations across all forums (i.e. meetings, emails, presentations)
Thinking It Through
- Compares the merits of alternatives outside of the day-to-day and the obvious.
- Develops ideas and solutions to impact on business success
- Seeks the widest possible sources of relevant information
Being Action Focused
- Proactive and uses initiative to go beyond your remit, skills and/or comfort zone to implement solutions that overcome barriers and hurdles to meet deadlines
- Identifies the impact of change and reprioritises multiple deadlines successfully
- Demonstrates ability to meet high impact deadlines on an ongoing basis
Making an Impact
- Utilises negotiating and influencing skills to achieve goals
- Communicates with a range of techniques e.g. analogies or humour
- Using compelling evidence to gain buy in to ideas, solutions and plans
- Responds positively to change and proactively considers how to adjust working practice.
- Always constructive and holds forums to encourage team contribution