Personal Assistant (IT)

Hays Talent Solutions

Posted on Sep 23, 2022 by Hays Talent Solutions

Oxford, Oxfordshire, United Kingdom
Admin & Secretarial
Immediate Start
Annual Salary
Contract/Project

Personal Assistant (IT), Oxford, Contract, Hybrid working

Hays are delighted to be working with our global client, one of the world's most successful premium manufacturers of cars, motorcycles, and provider of premium services. Our client demonstrates a commitment to innovation, sustainability, and product responsibility all the way from development to production. Their aim is to play a dynamic and innovative role in shaping the face of mobility. Our client highly values each and every person; their passion, commitment, uniqueness and contribution to shaping the future success of their business.

Hays are recruiting for an exciting opportunity for Personal Assistant (IT) to join our client on an ongoing long term temporary assignment for an approximate duration of 12 months.

Location: Oxford
Assignment type: Temporary, ongoing basis where you will be engaged via Hays
Working environment: Hybrid, part office based on site at client offices/part home based
Hours per week: 37 (plus additional overtime)
Pay type: Competitive hourly pay rate

Your new role -
The Information technology department provides services to five manufacturing sites in the UK and South Africa. The department general manager and the SAP Project (PKT), require an IT literate person to provide team support throughout the year to carry out tasks listed below, this is not intended as an exhaustive list but gives a good idea of the nature of the role.
You will provide premium level of support for IT General Manager (GM) which consists of obtaining authorisation for GM travel from company Directors, booking flights, rental cars, hotels for the IT General Manager and processing business travel expenses for GM.
You will be the main point of contact for the IT executives and IT Senior Managers in Munich visiting the UK for travel related requests. These requests normally come from their personal assistants and covers recommending hotels, booking dinners, obtaining plant car passes, arranging local meetings with directors, etc.
You will organise & manage the GM's Calendar, Jira and confluence pages especially handling conflicts through appropriate prioritisation. Arrange one to ones between Plant Director and/or Logistics Director and the General Manager. This usually involves liaising with the Director's personal assistant and coordinating calendar entries.
You will organise and facilitate weekly meetings, arrange facilities, booking meeting rooms as required by the General Manager and organise one to one meetings between the General Manager and his managers.
You will be responsible for Shopping Carts, tracking carts through to order placement, and service confirmations on the company's internal SAP system and subsequent tracking of order placement and costs within existing project tracking tools.
In addition, you will support the plants IT SAP Project (PKT) by managing project team meetings and ensuring agenda and meeting minutes and actions are correctly documented and follow-up actions defined. Arrange facilities, book meeting rooms and collaboration space as required by the PKT Rollout project. You will work closely with the IT and business project leads locally and supporting with topics such as capacity planning, travel planning as well as office and meeting room availability.
You will also be responsible for organising social/team building events for the project team or IT department. The expectation is that the candidate is closely integrated within the department and not only arrange the events but also provide suggestions on what could be done.

What you will need to succeed -

You will need to have experience of working within multicultural teams and be a people's person who initiates creative ways to bring people together and foster a positive team spirit.

You will need experience working within a diverse department with a large number of team members and have excellent communication skills to deal with all management levels of the organisation.

You need to be familiar with Microsoft Office (Word, Excel, Outlook) and very experienced in producing PowerPoint Presentations. Knowledge of the Atlassian tool set including Jira and confluence is a distinct advantage however full training will be provided.

You must be comfortable with modern IT collaboration Technology ie, the use of virtual meetings, Surface hubs, Skype and MS Teams.

A valid driving licence acceptable in the UK is an advantage

What you will get in return -
. Competitive hourly rate along with an annual performance related bonus.
. Hybrid working.
. Free parking on-site with access to a subsidised restaurant.
. Hays Go1 training platform which offers a library of over 70,000 courses.
. Access to Ben - a flexible employee benefits portal offering support across wide range of topics such as mental health well-being, financial or legal matters.

What you need to do now -
If you are interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

For any further information please speak to: Shanteece Munroe

Hays Talent Solutions is a trading division of Hays Specialist Recruitment Limited and acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found on our website.

Reference: 1737898153

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