Commercial Administration Assistant Permanent

The hours of this job could really suit someone who needs to pick the kids up from school.  It’s a new position working for a market leading fresh produce supplier that is growing fast.

KEY PERFORMANCE AREAS

Assist and organise the Commercial Director on administration, diary management, travel and operational organisation, to enable the Director to focus on coordinating strategic tasks.

Scheduling and coordination of meetings, taking minutes and following up on actions.

Provide administrative support to the Commercial, Technical and Procurement teams.

Schedule and plan company events

Support senior commercial team with diary coordination and administrational support for key internal and external meetings

PRINCIPAL ACCOUNTABILITIES

Commercial/Technical/Procurement Director Support

• Compile reports for Meetings and adding to meeting presentations
• Grower Management Report
• KPI Report
• Accuracy Reports
• Agenda’s
• Actions from the last meeting
• Sending out pre-read documents ahead of meetings
• Sending out Weekly update data
• Organise and maintain the Directors diary, making and prioritising appointments that are business critical
• Responsible for diary management to enable the Director to focus on business critical matters
• Coordination of meetings with Clients, Growers and Internal Staff.
• Meeting co-ordination, Agenda Management, Minutes and distribution of actions.
• Organising and ensuring the Director is well prepared for meetings
• Strategic planning of meetings and ensuring time is in place for planning time for each meeting scheduled
• Compiling and distributing Agenda’s with meeting documents
• Attending meetings, taking notes and distribution of actions where required
• Chasing and following up of actions
• Arranging travel, visas and accommodation
• Booking of Hotels, flights, accommodation as and when required
• Carrying out background research and presenting findings
• Screening phone calls, enquiries and requests, and handling them when appropriate
• Advise the Director of matters requiring personal attention, with associated deadlines and preparing relevant documentation on request
• Refer matters requiring attention, to the appropriate person, in the absence of the Director
• Liaise with other staff members on behalf of the Director
• Uphold a strict level of confidentiality
• Compiling induction programmes under the direction of the Director for direct reports
• Building relationships with key customer contacts and their Executive Assistants
• Scheduling UK Grower meetings and booking travel arrangements for Sales and Technical Teams
• Meeting and greeting visitors at all levels of seniority
• Maintain a strong working relationship with other relevant departments, including IT, Technical and Accounts
• Support Senior commercial team diary co-ordination and internal and external meetings
• Technical and Procurement diary, meetings, travel and event support as and when required

Commercial Team Support

• Distribution of weekly updates
• Schedule of meetings between Customers and internal departments
• Reminders of actions from meetings ensuring team members are also notified
• Scheduling and co-ordination of Weekly Calls, ensuring the correct Growers are invited and attend via GoToMeetings.
• Ensure that Slido is set up for each weekly calls

Events management

• Understand requirements and details of each event
• Plan and organise events with attention to financial and time constraints
• Book venues and schedule speakers when required
• Look for and compare different vendors
• Negotiate with vendors to achieve the most favourable terms
• Manage all event operations (invitations, food, drinks etc)
• Responsible for event budget planning
• Other ad-hoc duties as required.

PERSON SPECIFICATION

1. Experience working in a comparable role
2. Strong appreciation of our business needs and resourcefulness in coming up with solutions to their challenges
3. Ability to relate to key client personnel in a professional and credible fashion
4. Well-developed personal and written communication skills, including the ability to communicate with a wide range of employees
5. Good interpersonal skills
6. Ability to work as part of a team with colleagues across professional, operational and cultural boundaries
7. Proactive approach and prompt responses to all service requests
8. Ability to identify needs and issues and recommend suitable and pragmatic courses of action and solutions, adopting a risk aware approach
9. Good time management and organisational skills with the ability to handle a number of tasks at once and meeting deadlines as required
10. Excellent organisational skills and ability to prioritise work load
11. Good IT skills including experience of Word and Excel
12. To be forward thinking and have good emotional intelligence
13. Good problem solving skills

WORKING PATTERN

Working hours: 9.00am – 3.00pm Monday to Friday

KPI Recruitment Ltd is acting as an Employment Agency in relation to this vacancy.

All candidates registering with KPI Recruitment Ltd. will need to provide proof of identity, and evidence of any experience, training and qualifications our client considers necessary for their position.