London (Central), London (Greater)
Up to £28,000 dependent on experience - initial one year contract
07 Jun 2019
27 Jun 2019
Job Title
Industry Sector
Creative, Design, Media
Contract Type
Full Time

Our client is a global Brand Design Agency who create brand strategies, identities, packaging and brand worlds.  They have worked with some of the world’s best-known brands for over 40 years.  They are looking for a PA to support their Executive Creative Director and their Managing Partner who is Head of Client Services.

The role:-

•    Act as first point of contact for both Directors and be a good gate keep for each
•    Ensure that both Directors are where they are meant to be, with the right ‘kit’ to be effective
•    Manage diaries in an intuitive and efficient way, look ahead, prioritise clients/meetings effectively, try to anticipate clash areas, forward plan, particularly thinking about run ups to holidays, pitches and travel, ensuring nothing slips
•    Organising meetings – ensuring invites are sent out, rooms are booked, refreshments are ordered, paperwork ready and printed, guests collected
•    Taking notes where relevant at meetings
•    Research - as briefed, this may be for a venue, industry, category, products, research on a client
•    Responding to e-mails – manage inbox, highlighting important messages, deleting trash and responding on his behalf where possible, filing e-mails
•    Filing/data management – ensure data is filed on server/central facility, ensure e-mails are easily found by using efficient filing system
•    Studio Meetings – set up the meeting, ensure room booked, ensure agenda is written and circulated, host agreed, help host with any stimulus or presentation needs, attend meeting taking notes of any actions, circulate action points to Designers after meeting
•    Travel – booking all travel – ensuring transfers are all in order, create itinerary and check-in where appropriate.
•    Meeting and greeting clients and guests and suppliers
•    Building rapport with the other teams in the agency
•    Set up inductions for new starters

This role is very varied with no two day ever the same - from the nitty gritty day to day diary management, to helping with resourcing to managing the individual's time sheets and expenses through to finding a venue for an event.

This role is a pivotal part of the agency and its culture. Whilst the primary responsibility is to support the Executive Creative Director and Head of Client Services, there is the need for a pro-active, roll your sleeves up approach to getting involved in all aspects of the company's business. This could include for example, helping to support the New Biz & Marketing team in coordinating some of our marketing efforts / events.

The Skills

The ideal candidate will have experience in a creative, fast-paced agency and at least two years’ experience in a PA role supporting a Board level position.

They should have advanced knowledge of MS Office programmes in particular Outlook, PowerPoint and Word, be Mac proficient and have good writing and numeracy skills.

They will have excellent administrative skills, be extremely efficient, confident in communicating with both our people and our clients at all levels, be 100% trustworthy and able to act discreetly on certain tasks when required.

They will constantly need to use their initiative, problem solve, sustain organisation, be quick to learn and eager to deliver and above all, always be at hand to help.

This really is a great agency to be part of who know how to work hard and play hard too.

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