Media Supplies Coordinator Job Description

• Full management of a very busy and complex diary that includes regular multi-time zone scheduling
• Manage, prioritise and respond to all e-mails on behalf of the MD
• Read and prioritise any documents, presentations, board papers or requests that come into the MD’s office
• Ensure sure that the MD has all associated paperwork for all meetings and create travel packs
• Plan and manage and schedule detailed travel arrangements and meetings, liaise with contacts and staff members round the world
• Confidently make executive decisions, relating to the office of the MD. Delegate work as required, including to senior staff
• Undertake administrative duties including the process of expenses, creation and management of new working systems, ensuring best practice is maintained at all times, organising and carrying out ad hoc tasks and projects for the MD
• Produce a variety of documents, using MS Office, ensuring that they are proofed and presented to a highest standards and to deadline
• Deal with telephone enquiries, filter calls and use initiative to deal with routine queries whenever possible
• Raise purchase orders on SAP and manage payment of invoices as required.
• Organise internal and external events as and when required

• Be able to prioritise and multi-task at a high level whilst remaining calm under pressure
• Proven secretarial and administrative experience at board level with demonstrable experience of managing a constantly changing diary
• Advanced experience of using of Outlook, Word, Excel and PowerPoint
• The ability to work quickly and flexibly, whist remaining professional in pressurised situations to tight deadlines
• High standard of accuracy and attention to detail with excellent written and oral English
• Professional and effective interpersonal and communication skills, representing the MD to a wide range of internal/external contacts
• Significant experience of thinking ahead and planning for a variety of outcomes, using own initiative
• Experience preferable or senior PA experience working in a large complex business using multiple systems

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Media Supplies Coordinator Job Description