Executive Personal Assistant

We are looking for an individual with proven experience of working as a PA at Exec level within a sporting environment to join our team as an Executive Personal Assistant. In this varied role, you will handle a range of administrative tasks and support the Clubs senior-level leaders at CEO/Senior Vice President Level. This will include managing calendars, making travel arrangements and preparing expense reports to contribute to the efficiency of our business by providing personalised and timely support to executive members.

What will you be doing?

Diary Management and Meetings

• Oversee and manage the diary for Senior Leaders; plan and schedule appointments and meetings as appropriate.
• Prioritise requests for meetings and ensure the effective use of Senior Leadership time.
• Ensure all room bookings, technical, catering and hospitality requirements are arranged for meetings and engagements, as appropriate.
• Ensure that Senior Leadership is prepared for meetings and are provided with the appropriate briefing notes, agendas, reports etc.
• Work closely and effectively with the Senior Leadership team to keep them informed of upcoming commitments and responsibilities; following up as appropriate.

Travel Planning

• Manage UK and overseas travel arrangements, which includes planning and producing itineraries, booking flights, transfers and accommodation in liaison with the Club’s Travel team.
• Confirm arrangements and ensure that relevant travel documents, visas and papers are obtained in time for forthcoming trips.
• Process and submit expense claims and invoice payments, maintaining proper records.

Governance Support

• Provide administrative support to the Senior Leadership team for their commitments to several club and community committees.
• Attend and minute where applicable committee meetings, as required, ensuring agendas and papers are prepared and circulated in good time.
• Act as a point of contact for committees/boards and maintain discretion and confidentiality in relationships with all members.

General Executive Support

• Sort the daily post; screen e-mails, on behalf of the Senior Leadership team, marking all urgent/critical messages for their immediate attention.
• Prepare relevant papers and correspondence to agreed deadlines; draft and format briefings, presentations and reports, which may include undertaking research.
• Screen and answer incoming calls in an efficient and professional manner.
• On behalf of the Senior Leadership team, follow up with individuals both within and outside of the Club to ensure any requests are responded to; establish a tracking system to ensure the timely resolution of critical issues and other matters.
• Provide administrative support to other visiting senior LFC colleagues, as and when necessary.
• Ensure all documents requiring the signature of the Senior Leadership team are completed on a timely basis.
• Maintain an efficient filing system; organise confidential and other sensitive information, keeping files up-to-date and archiving as appropriate.
• Identify opportunities for improving efficiency and take appropriate action.
• Undertake any other projects or duties as may be assigned from time to time by the Senior Leadership team.

Who are we looking for?

To be successful in this role, you will have demonstrable experience working as a PA at Exec level within a sporting environment. You will have extensive diary management experience together strong minute taking skills. With your excellent written and verbal communication skills, you can demonstrate excellent client/customer facing skills and can interact positively at all levels within the Club.

You will be computer literate and highly proficient in MS Office software, i.e. Outlook, Word, Excel and PowerPoint. You will be a great team player and can adapt to the needs of the business working confidentially as required.

Why should you apply?

This is a full-time permanent role working35 hours per week. Your main base will be our Chapel Street which is close to local bars, shops and restaurants and has great views over the river Mersey.

To reward your hard work and commitment we offer a competitive salary, 25 days holiday (plus 8 bank holidays and the option to purchase up to an additional 5 days) and a contributory pension scheme.

You will have access to our benefits kit bag where you can get high street discounts, and a selection of benefit schemes you can join. There are opportunities to get involved with volunteering through our LFC Foundation to give back to the local community.

At Liverpool Football Club, we have an unwavering commitment to equality, diversity and inclusion and are always looking to making a positive difference in the communities that we operate within. We are proud of our achievements in this area; maintaining the Premier League Equality Standard Advanced Level, becoming a founding signatory of the Football Association’s Football Leadership Diversity Code and being recognised as a leader in this important area on and off the pitch. We take our responsibilities in this area seriously and through the work being done across the club, we are committed to increasing the diversity of our people and becoming an increasingly inclusive workplace for all. We are committed to hiring great people representative of diverse backgrounds, perspectives, and skills across our entire business. If you share our enthusiasm and passion for inclusivity, then we want to hear from you.

Liverpool FC is committed to safeguarding and promoting the welfare of children and vulnerable adults and expects all Colleagues and Volunteers to share this commitment.

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