Executive Assistant

Executive Assistant

We’re Pret: proud makers of freshly made food, organic coffee, and big ideas. Across 750+ shops and 20+ countries, our teams are shaping the future of Pret through innovation, inclusion, great customer service and a shared passion for doing the right thing. We’re growing fast on our mission to be the employer of choice in hospitality, everywhere we operate – so this an exciting time to hop on board.

We Believe in Growing Good Things

Growth is at the heart of everything we do. From the freshly hand-made food we create every day, to supporting our teams, we help our people grow in confidence, skills and to pursue their unique paths. Pret is where passionate, hardworking, wonderful people (like you!) find what they need to shine. And the proof is in the pudding – over 80% of our managers started on the shop floor! So did 20% of our Support Centre teams, including our CEO, Pano.

What we’re looking for

This role occupies an important position at Pret providing administrative duties for Pret’s Global Leadership Team (GLT), specifically focusing on supporting our CEO, Chief Financial Officer (CFO), Chief People Officer (CPO) and –Chief Marketing Officer (CMO). This role will also be heavily involved with a wide variety of stakeholders, including our own teams, suppliers, board members and our owners at JAB Holdings.

This role will have expertise in juggling a varied workload with the initiative and ability to handle issues by themselves. They will be responsible for supporting the GLT by delivering a high-quality administrative service. This includes organising meetings, travel bookings and itinerary planning. A key responsibility is the organisation of quarterly Board meetings which involves dinner booking, hotel and travel bookings and ensuring the smooth running of the meeting including arranging appropriate catering. One of the most core skills is the ability to anticipate and proactively deal with challenges before they arise.

Relationship building is a key feature of this role, and it is essential that the jobholder will be good at forming and maintaining relationships at all levels both inside and outside of the company. This includes fostering excellent working relationships with Pret GLT, senior leaders across the business, the executive support teams at JAB Holdings and other company executive support teams we interact with.

Key responsibilities

• Complete diary management of meetings with internal and external stakeholders
• International travel booking including arranging visas and itineraries for GLT members and board members and providing clear itineraries where necessary
• Act as central point of contact for GLT to effectively manage diary
• Working with EAs within and outside Pret to plan key meetings
• Local travel booking including regional travel
• Manage weekly leadership team meetings, including agenda planning, minute taking, action tracking and follow-up, Support with arrangements for quarterly Board meetings including dinner venue sourcing, booking international travel for board members, and arranging on-site catering
• Support with GLT off-sites including travel and venue sourcing, dinner bookings and team building activities
• Preparing the quarterly PIP report and note-taking at each pre and post leaders’ forums
• Support with annual events i.e. Investors Conferences, PIP lunches/dinners and Quarter Briefs
• Support with ad-hoc events (e.g. press interviews, charity galas, graduate schemes)
• Monthly expense claim management for each GLT member
• Process invoices related to board member payments, venue hire, and event services, following up with finance team where necessary
• Line management of Executive Team Coordinator

Experience and Skills required

• Strong organisational skills
• Ability to always maintain confidentiality and discretion
• Excellent ability to form and maintain relationships with key stakeholders
• Excellent oral and written communication skills
• Strong attention to detail and accuracy
• Calm under pressure
• Strong knowledge of Microsoft Office suite including Word, Excel and PowerPoint
• Proven ability to use initiative
• Prior experience in an administrative role supporting senior leaders

About you

• Be kind, honest and generous: bring genuine warmth and your authentic self to work every day.
• Bring your passion: share our passion for food and exceptional customer
• Spread joy every day: small acts of kindness are a…