Personal Assistant - Business Services

Red Bull; London; On-site; GBP 30,000 - 60,000; Full time

Job description

Red Bull UK is recruiting for a Personal Assistant - Business Services to be based in London, UK.

The PA will support the UK Finance Director, Operations Director, and Head of People, ensuring smooth day-to-day operations, including diary management, travel arrangements, and meeting preparation. This role will also manage internal communications, conferences, and events for the Business Services department, as well as provide support for various annual projects. You will live and breathe the Red Bull People philosophies and values, working closely with the HR Business Partner to deliver the people strategy across the management teams. A key element of this role is relationship building: you will need strong interpersonal skills and the ability to work with people at all levels of the organisation.

All the responsibilities we'll trust you with:

Diary management and business services function support

- Full diary management for the Finance Director, Operations Director, and Head of People (HR).
- Full inbox management for the Finance Director.
- Support the business planning process and department through detailed communications, stakeholder management, and calendar pre-alignment.
- Support the People team with training administration, events, and early careers programs.
- Understand the annual People Strategy, working closely with the HR Business Partner and the Business Services Management team to deliver initiatives that complement the strategy.
- Collate, review, and distribute multiple monthly reports.
- Assist with the annual cross-company business planning process.

Event and meeting planning and organisation

- Strong presence and contribution in management meetings, alongside creating agendas, minute preparation, and follow-up of actions post-meeting.
- Organize and facilitate Finance, Operations, and HR meetings and offsites throughout the year.
- Facilitate companywide events, including company conferences, team meetings, and off-sites.
- Support the MD's PA with all local and international UK events.
- Facilitate the Finance Academy multiple times throughout the year, tailoring agendas and content, as well as collating feedback to implement in future Academies.
- Support the Operations and Finance team with monthly events, e.g., Lunch of the Month, Lunch & Learn sessions.

Building relationships and stakeholder management

- Work collaboratively with the PAs/Assistant team.
- Manage relationships with key external stakeholders, shareholders, regional teams, international HQ, and internal key personnel.
- Act as the point of contact between executives and employees/partners.
- Be the "eyes and ears" and gatekeeper for the Finance Director, Operations Director, and Head of People.

Travel organisation and management

- Comprehensive travel preparation for the Finance Director, Operations Director, and Head of People, and the respective management team where relevant.
- Assist international guests with visits to London, including travel, accommodation, and entertainment.

Ownership and management of budgets

- Ensure all travel requirements fit within the agreed budget for the event/meeting and challenge the teams if travel is outside of policy.
- Ensure awareness of the budget for the meeting/event in advance and keep track of spending.
- Escalate any budgeting concerns/potential overspend to the Finance Director for approval.
- Execute expenses and oversee invoicing requirements.

Your areas of knowledge and expertise that matter most for this role:

• Previous PA/EA experience required.
• Superbly organised with a proactive attitude.
• Positive, adaptable, and approachable.
• Project management and problem-solving skills, with the ability to manage multiple tasks.
• Confident in decision-making and able to work autonomously.
• Experience in running events and conferences.
• Ability to deal with and influence people at all levels, both internally and externally.
• Professional, with a high degree of integrity.
• Upholds a strict level of confidentiality.
• Proficient in Word, Excel, PowerPoint, and Microsoft Teams.
• Ability to work on multiple projects simultaneously.

At Red Bull, we exist to give people wiiings. To achieve that, we recognise the value that comes from having a highly diverse workforce that has the freedom and responsibility to realise their ideas and seize opportunities. We make recruiting decisions based on experience, skills, potential and talent: everyone is welcome here.