Work history
PA & Department CoordinatorQVC UK
• Organise Department or Team wide events, including arrangements in Germany, Italy, US or any other appropriate country. Includes travel, catering and conference bookings.
• Answer departmental telephones, taking and relaying messages as required and responding to enquiries within scope and knowledge.
• Send emails ensuring receipt and follow up where required
• Liaise with other dept. coordinators and Personal Assistants across QVC to ensure smooth coordination of meetings
• Key data from information supplied to update and maintain departmental databases
• Ad-hoc administration e.g. photocopying, ordering couriers, organise Conference and Video calls and ensuring room setup prior to meetings
• Meet and greet visitors to the Department
• Raise purchase orders for the department and get them approved and processed in a timely manner
• Update and report on operational and project activities as required
• Collate, record and forward sickness forms and doctor’s notes.
• Co-ordinate and book training courses, keeping training records – notifying HR
• Book conference rooms, arrange meetings, refreshments etc. and secure the domestic and to oversee arrangement, e.g. travel, hotel, expenses for the department
• Arrange ‘New Starter’ inductions and initial agendas, including setting up of IT equipment, HR and Health and Safety meetings.
• Supporting any desk moves, including booking facilities and ordering any new equipment
• Support any interviews for external hires, including supporting HR in booking rooms, meeting and greeting candidates and organising diaries.
• Co-ordinate the Head of Department’s schedule/diary, maintaining electronic diary, make appointments, schedule meetings
• Ensure the Head of Department’s is informed in advance of upcoming events
• Book all courses and conferences attended by the Head of Department’s
• Track the Head of Department’s expenses including coordinating the completion of monthly reimbursement forms
• To reconcile the Head of Department’s credit card accounts on receipt of statement
• To undertake the majority of administration for the Head of Department including minute taking, emailing and photocopying/scanning
• Organise events ran by the Head of Department’s such as presentations and department off sites
• To arrange couriers, taxis and travel for Department visitors including organising venues, conference facilities and refreshments if required
• To arrange appropriate travel arrangements and documentation for Head of Departments
Skills
- Fashion
- Excel
- Office
- Powerpoint
- Word