EA to Global HR Director - Media

A truly involving EA role to support the Global Chief HR & Talent Officer at this worldwide Media Agency

1. Gate keeper - Management of Managers diaries and appointments

a. in charge of diary appointment

  b. booking meetings on managers behalf c. prioritize meeting acceptance based on stakeholder requesting

d. change and update info/content if circumstances around the meeting/telcon change

e. manage the number of meetings scheduled in one day/week

f. manage expectation of people requesting appointments (gate keeping)

g. be confidential regarding activity of manager

2. Meetings and Teleconferences

a. ensure meeting technology is set up and working before the meeting/telco

b. check the room is free and ready for the meeting/telco before it starts

. c. be in attendance at the beginning of the meeting to ensure everything is in place

d. f. follow up with manger immediately after meeting/telco to see if there are any additional actions

e. manage time if meeting is over-running

f. organize monthly team meeting (monthly awesome)

3. Reporting

a. request data and collate monthly  resource report

b. collate and edit quarterly EXCO report

c. write up and distribute monthly team telco report

d. update manager on up and coming projects (salary increases, bonus, HiPo awards etc)

4. Contracts and Correspondence

a. accurate drafting of candidate employment contracts

b. drafting of email

c. drafting and layout of letters

d. drafting press releases / blog / twitter

e. writing thank you letters for manager following events/dinners etc

5. Budgets

a. update monthly budget tracker

b. request CFO signature on invoices

c. chase late or unpaid invoices with supplier/finance

6. Presentations - advanced powerpoint layout skills required

a. collate content from relevant sources of information (people/data)

b. edit presentation c. use of brand guidelines to ensure quality

7. Travel

a. co-ordinate all manager’s travel, accommodation and transfers

b. create travel info pack of managers preferences regarding airlines, seating and hotels

8. Management of email

a. read managers emails to be aware of workload and ongoing projects

b. delete spam

c. draft / respond to emails on managers behalf

9. Taking minutes for team meetings / telco

a. capture the actions

b. distribute and follow up actions from stakeholders

10.. Internal/external stakeholder relations

a. build rapport with key internal and external stakeholders

b. offer to help other team members when workload allows

c. get to know and utilize global PA community

11. Maintain an accurate filing system

a. on a monthly basis organize and file documents accumulated on desk/in tray

12. Personal

a. organizing personal diary appointments

b. restaurant bookings

c. sourcing information requested by manager