Personal Assistant at Global PR & Integrated Communications Agency - maternity cover

Location
London (Central), London (Greater)
Salary
Up to £35,000 dependent on experience - initial maternity contract
Posted
26 Jun 2019
Closes
24 Jul 2019
Job Title
PA
Industry Sector
Creative, Design, PR
Contract Type
Contract
Hours
Full Time

ABOUT

The successful candidate will be an established PA with team support experience, ideally gained within an agency environment. They will also be an established PA with significant experience supporting multiple senior stakeholders within an agency or creative media environment, where the ability to manage competing priorities to tight deadlines, complex diary and travel management, proactivity and flawless attention to detail is essential to thrive.

 

RESPONSIBILITIES

PEOPLE

  • Build and maintain effective relationships with senior Executives and their respective PA’s; other senior business managers their respective PA’s, and key clients and suppliers
  • Demonstrate a helpful, efficient and resourceful manner with all of above, maintaining confidentiality at all times

PA

Email and Call Management:

  • Comprehensive, pro-active email management – oversee and action where appropriate
  • Organise inbox (filing, flag for action, delete) and ensure both MDs are armed with relevant documents and emails in advance of meetings
  • Answer telephone and screen calls or re-direct/action as appropriate

Diary, Travel & Meetings Management:

  • Comprehensive, pro-active diary management for MDs – which includes organising meetings and appointments (internal and external), schedules, travel itineraries, currency and VISA arrangement where necessary. Pro-actively re-schedule internal meetings if it is observed that a previous meeting has over-run or there is a diary clash
  • Order currency and manage travel for senior team members as necessary
  • Prepare any relevant information for meetings. Ensure everyone is fully briefed on meetings they have been invited to with correct documents, preparation required, agenda, etc.
  • Arrange room bookings and catering. Ensure room is properly set up (e.g. agenda and other papers are printed, technology/flipchart/necessary equipment is set up, catering arrangements have been fulfilled and room is presentable to receive guests)
  • Ensure external guests are met and well taken care of, notifying reception in advance of any expected visitors.

General Admin:

  • Open and sort in-coming mail. Answer correspondence and forward post where appropriate
  • Oversee general administration for the sector head and team. Manage timesheets for MDs and expenses, (complete with job numbers). Manage petty cash, holiday, lieu days and sickness records (and forward to HR/Accounts where appropriate). Manage PO requests. Generate supplier PO numbers as directed
  • Manage divisional team database, ensuring monthly emails are sent and contact details are up to date. Manage all necessary follow-ups with the divisional contacts
  • Manage expense submissions for the MDs number two
  • Approve all holiday requests confirming MD sign-off
  • Create and maintain filing systems (hard copy and electronic) for a range of documents including, but not limited to, client files and new business pitches/creds
  • Order teas, coffees, lunches and other refreshments for corporate hospitality and business meetings on behalf of sector head. Book restaurants as required
  • Document writing/compilation: minutes of meetings; support in preparing monthly Divisional Meeting presentations; collation of credentials and case studies, as directed
  • Document production/collation and formatting (PowerPoint /Word)
  • Plan and prepare/send agenda for fortnightly (Sports) and weekly (CPG) Management Meetings. Take minutes and action follow-ups

Support for HR Function within the sectors:

  • Log details of birthdays/leavers/maternity leave and organise celebration/occasion activity – as appropriate
  • Ensure all staff contact details are up to date and inform HR of any changes

Support new starters:

  • Liaise with HR, Systems and Facilities ahead of new joiners’ start date to locate and set-up a desk, phone, inbox and Blackberry/laptop if appropriate. Make sure desk is set up with stationery basics and provide Welcome Pack
  • Ahead of start date, check with MD to see whether “meet the team” drinks need to be set up and organise accordingly. Support assignment of Line Manager and Buddy for all new starters
  • Greet new joiner on Day One and take responsibility for their orientation (desk, toilets, photocopiers, how to use the phone). Organise a tour of the team and building and make introductions
  • Co-ordinate new starters’ diary and make sure they have a meeting with HR; Finance; Maconomy; CEO and Sector Heads
  • Manage intern and work experience requirements plus all aspects of their identification, selection and day-to-day management
  • Organise and schedule performance management meetings and obtain feedback as instructed by MDs
  • Ensure timesheets for the team are accurate and up to date in support of Account Leads

Divisional Events:

  • Proactively manage diary of events; arrange and book venues as appropriate
  • Support the logistics for events (internal/external). Liaise with relevant suppliers and organise all necessary refreshments and equipment as required

 

ATTRIBUTIONS

  • Extensive PA experience (including email/diary/complex travel), ideally supporting multiple senior stakeholders
  • Commercial awareness and an understanding of the creative media industry
  • Proactivity and the ability to manage competing priorities at pace
  • Discretion, diplomacy and initiative
  • Add-value, positive attitude with the desire to immerse yourself in a challenging but rewarding support role
  • Flawless attention to detail
  • Solid Office skills; Word, Microsoft Office, Excel

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