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PA to Executive Director Marketing & Communications Full Time

at West Ham United in London (Published at 06-09-2017)

Salary: Competitive

Hours: Full Time (Permanent)

Closing Date: Monday 25th September

Benefits: 25 days’ annual leave

Contributory pension scheme

Life assurance

Healthcare cash plan

Location: London Stadium, Queen Elizabeth Olympic Park

Job Purpose:
An exciting opportunity has arisen at West Ham United for a Personal Assistant to provide a high level of secretarial support to the Executive Director of Marketing & Communications. This is a chance for someone to be part of a busy department at the hub of the Club’s activities.

Key Responsibilities:

  • Provide a high quality secretarial and organisational support service.

  • Effective management of the electronic diary, assessing priority of appointments and reallocation as necessary.

  • Providing support for an extensive range of meetings. This will include taking dictation and minutes, preparing agendas, pre-meeting briefings and meeting papers, noting action points and following them up.

  • Word processing correspondence, memos and reports from written copy or audio tape and preparing presentations.

  • Receiving and dealing with telephone calls professionally, re-directing or taking messages and using initiative to deal with queries.

  • Sorting, distributing and responding or drafting responses to incoming mail in a timely and efficient manner on behalf of the manager

  • Organising and maintaining effective filing systems.

  • Acting as a key liaison point between the Executive Director Marketing & Communications and other key parties, setting up meetings as appropriate and maintaining good communications.

  • Making travel arrangements, booking accommodation and processing claims for expenses.

  • Providing high quality and professional office hospitality to visitors at all levels of seniority.

  • Formulisation of the marketing calendar.

  • Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;

  • Organising and attending meetings and ensuring the manager is well prepared for meetings;

  • Liaising with clients, suppliers and other staff.

  • To act as a project coordinator responsible for organising meetings, recording minutes at meetings, keeping detailed project notes and records, developing project strategies, creating project schedules, creating task lists for team members, monitoring project progress, budget, hours, etc., tracking and managing incoming paperwork, keeping all members of the team up-to-date with current information and paperwork, communicating with team members to ensure optimal strategy and maximum efficiency.

  • Providing cover for other senior PAs as required.

  • Any other duties as may reasonably be required, consistent with the grade of the post


Equal Opportunities

1. To ensure that all departments are provided within an anti-discriminatory framework and take account of such issues as race, gender, sexuality, disability, religion and age.

2. To carry out work in a manner which promotes equality of opportunity for both staff and clients.

Person Specification

The ideal candidate will have skills and experience in the following areas: -

Essential (E) Desirable (D)

Education/Qualifications/Experience:

  • Educated to at least A level standard with excellent numeracy and literacy (E)

  • Experience of working as a Personal Assistant (E)

  • Experience of producing meeting minutes and documents of a high quality (E)


Abilities/Skills/Knowledge:

  • The ability to present information in an accurate and appropriate format (E)

  • High level of ICT skills including knowledge of Microsoft Excel, Word, Power Point and Access (E)

  • Excellent telephone manner. (E)

  • Self-starter, work on own initiative, strong organisational skills, and good written communications. Ability to establish priorities and meeting agreed targets and deadlines. (E)

  • Ability to build effective working relationships with a wide variety of individuals (E)

  • Proven high communication skills, oral and written in order to produce detailed reports and memos. (E)

  • Ability to prioritise a busy and varied workload to meet strict deadlines with minimal supervision (E)

  • Ability to look ahead, plan work and act on own initiative; as well as being a team player with a flexible and willing approach (E)

  • Possesses excellent attention to detail. (E)

  • Experience of handling confidential information (E)

  • Calendar/ project planning skills (D)

  • Have a flexible approach to work (E)


Understanding and commitment to the Club’s Equality Policy and ability to promote anti-discriminatory practice.

We are committed to the principle of equality and equal opportunities in employment and have been accredited with the being Disability Confident Committed. We will actively promote equality and equal opportunities in our business to ensure that individuals receive treatment that is fair and equitable and consistent with their relevant aptitudes, potential skills and abilities. Employees will be recruited and selected, promoted and trained on the basis of objective criteria.

Once you have applied for this role you are required to complete an equal opportunities survey to allow the Club to monitor the success of its equality initiatives. The survey will take two minutes and can be access using the following link: https://www.surveymonkey.co.uk/r/WHU_Equal_Opportunities

How to apply

Once you have applied for this role you are required to complete an equal opportunities survey to allow the Club to monitor the success of its equality initiatives. The survey will take two minutes and can be access using the following link: https://www.surveymonkey.co.uk/r/WHU_Equal_Opportunities.

To apply please email your CV with a covering letter and return e-mail address to [email protected] by 25th September 2017. We encourage applicants to apply as early as possible as we reserve the right to close the advert earlier than advertised.


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