Personal Assistant
Posted on 3/16/2023
London, UK
Experience Level
Desired Skills
  • Build Strong Relationships: You form strong connections with internal and external stakeholders, other PAs, employees, clients and partners
  • Good Communicator: you can relay accurate messages and communicate what is required in any given situation at speed. Comfortable with different personality types, seniority, diversity and backgrounds, you can adapt your communication style to relay their messages effectively and efficiently
  • Understand Business Needs: you understand the role your leader plays and how it ladders into other parts of the business. You anticipate and use intuition to keep one step ahead of your leaders workload and their daily needs
  • Deliver Solutions: you find smart outcomes to daily problems. Your time-management is ace. You grasp essentials quickly, take on new tasks with minimal supervision. You make informed decisions and can maintain clear thinking while under tight deadlines. You can be relied upon to increase own output when required
  • Excellent Admin Skills: all admin is completed to a high standard and is consistent across all communications - formatting, grammar and understanding contexts
  • Information management: contact lists and meeting schedules and kept up to date and managed to a high standard
  • Attitude: You understand discretion is paramount as a PA. You are a trusted confidant by your leader, you are consistent, understanding time sensitivity and can flex around a situation when required
  • 25 days annual leave + 1 Volunteer Day
  • Bupa Healthcare (including Bupa health assessment and menopause support)
  • Enhanced leave policies or parents and carers
  • We have a flexible working policy with core working hours between 10am - 4pm. We also operate a 3:2 hybrid working structure
  • A 1.5:1 matching pension structure
  • Up to £25.00 per month towards physical or online exercise class membership
  • Opportunity to sign up for Unmind membership, LifeWorks tool and annual eye tests
  • Learning and development budgets plus enhanced and ongoing wellbeing incentives and activities throughout the year
  • Season ticket loan and cycle to work scheme
  • Life Assurance x4 salary
  • [email protected] - our employee networks Ogilvy ReWired, Roots, Equals, PROUD and Parents and Carers. See here for more information
  • Diary Management: You manage the diaries of your leaders daily, and you are confident at flexing and prioritizing the needs of all the leaders you support. You keep a schedule of regular meetings with their key clients and stakeholders and ensure the invites are put in the diary timely and accurately
  • Meeting Management: You are confident at organising meetings of varied size. You are experienced with Zooms, Teams, Webinars and organizing workshops. You book meeting rooms using Robin, catering and AV support. You will also be responsible for arranging guest access to the building, and meeting and greeting guests as require
  • Tech Savvy: PowerPoint, Keynote & Excelsavvy and you're familiar with file & video sharing platforms such as SharePoint, Zoom & Teams
  • Contact list and email addresses management: You are at ease managing contact lists across multiple teams, geographies and functions, keeping them up to date, and setting up and updating custom email addresses to support team communication
  • Finance Management: PAs are confident users of Maconomy for processing expenses, vendor set up, purchase orders and managing approvals. You may be expected to manage budgets for team events / socials
  • Email Management: You may be asked to check emails ad hoc, but PAs are not required to have access to their leader's inbox. At their request you may do so, but there is no expectation to manage/action emails at high frequency especially when supporting 3 or more leaders
  • Travel Management: You are confident booking end to end complex travel, accommodation and transport at the request of your leader. Working with relevant finance leads to obtain job numbers and travel budget approvals. You understand and adhere to WPP travel compliance and ensure cross checking is carried out with the client's PA for all billable travel. You may be required to make last minute changes to travel plans out of hours
  • Visas: arrange visas where needed- travel now variable based on Managed Remote Working and Covid-related travel policies
  • Transport & Couriers: you organise transport to and from external meetings and couriers to carry important or urgent correspondence and parcels
  • Events: PAs are required to help organise events that your leader is hosting. You may be asked to help with team events and social occasions (birthdays, weddings, baby showers). You build strong relationships across the business with the facilities, Green & Fortune teams along with other PA/EAs for building best practices. You are required to welcome and deliver guests to meeting rooms on behalf of your leader
  • Provide holiday/absence cover: for other PAs in the organisation
  • Team culture: you may be required to assist in organising team events and meetings

10,001+ employees