Personal Assistant
Permanent, Full-time
(Hybrid working role, minimum 3 days in the office)

What you will be doing:

The PA role will provide professional, proactive, high-level support to members of the PPL Executive team.  The role will report to PPL’s General Counsel and also provide support to the Director of Music Industry Engagement, Chief Licensing Officer, Chief Information Officer and Director of Communications.

This role will require a close working relationship with the other PAs.  Whilst working within defined rules and processes, the PA will need to carry out work using their own initiative. They will ensure the smooth running of the office, ensuring that tasks and projects are completed in a proactive, timely and efficient manner.

Internally this role will need to work collaboratively with a variety of people across the organisation at all levels including Executive Management Team, Heads of Department and Senior Managers as well as throughout the various departments of PPL.

Externally, the role will liaise with PPL’s members and licensees, senior  individuals within the music industry, media industries, political environment, external law firms, consultants, third party suppliers, as well as those who work closely with them. This is at all levels and so the ability to adapt communication styles to fit the audience is required.

Key Responsibilities Include:
• To act as the first point of contact answering emails and ensuring enquiries are dealt with professionally, timely and efficiently and always ensuring excellent customer service.

• Always be an ambassador for PPL and act professionally when meeting and greeting external guests who come to the office.

• Extensive diary management including meetings with senior music industry figures, trade bodies, counterparts at the PRS and PPL PRS.

• Schedule breakfasts, lunches and dinners.  Taking into account timescales involved in fitting around a very busy diary.  Booking restaurants and allowing appropriate travel time to and from various locations in the diary.

• Arrange international trips, including sourcing flights and hotels within budget. Researching flight times, costing and either booking directly, or liaising with the travel company.  Booking hotels, taxis/transfers and organising relevant visas and currency (where required).

• Preparation of detailed expense claims forms via Workday finance system - e.g. mileage claims, scanning receipts, annotating receipts, filling in missing receipt forms. Separate expense claims if they relate to different departments, ensure that you have obtained VAT receipts.

• Meet regularly and assist teams within the internal service departments, such as finance, facilities and IT when required, to ensure excellent customer service is delivered across PPL.

• Maintain an extensive electronic filing system, ensure that all documents, correspondence, templates etc. are saved, filed and dated correctly.  This also includes all papers pertaining to PPL’s various boards.

• Prepare paperwork for all PPL, VPL and Performer Board meetings.  Prepare draft agendas (including preparing advance version of the agendas for the coming year to allow for periodic items to be scheduled and discussed at future board meetings). 

What you’ll need:
• Competency in the Microsoft Office Suite, predominantly Outlook, Word, Powerpoint and Excel

• Experience working with Executive members

• Strong communication skills

• Proactive, organised and adaptable approach

What we can offer you:

When you come on board at PPL you can expect to be rewarded for your hard work. Employees are entitled to a wide range of benefits which support their needs and lifestyles including Private medical care, Pension, cycle to work scheme, flexible working hours, £120 annually to be spent on music related items and many more!

Next Steps

If this sounds like you, then we’d love to hear from you!

**Closing date for applications: **16th May 2025