Job Description
We are looking for an experienced Executive Assistant (EA) to support two of our dynamic strategy business leads in a fast-paced, creative environment. You will be an expert at juggling multiple, ever-changing diaries and thrive in a role that requires calm, upbeat problem-solving. If you are personable, enthusiastic, and confident in your communication skills, both as a team player and when working independently, we would love to hear from you.
Key Responsibilities
Diary Management:
- Daily management of diaries for three business leads.
- Prioritizing and flexibly adjusting schedules as needed.
- Scheduling regular meetings with key clients and stakeholders accurately and timely.
- Maintaining close contact with leaders to ensure reschedules are communicated effectively.
Meeting Management:
- Organizing various sizes of meetings, from 1:1s to larger client workshops.
- Managing meeting logistics, including booking rooms, catering, AV support, and guest access.
- Proficiency with Teams, Zoom, and other virtual platforms.
Tech Savvy:
- Essential knowledge of Outlook, Gmail, PowerPoint, Keynote, and Excel.
- Familiarity with file and video sharing platforms like SharePoint, Google Meet, and WeTransfer.
Finance Management:
- Managing leaders’ expenses, timesheets, and POs using platforms like Altair, TeamSeer, and Concur.
- Overseeing budgets for team events and socials.
Email Management:
- Occasional email management without full access to leaders’ inboxes.
Travel Management:
- End-to-end booking of complex travel, accommodation, visas, and transport.
- Adhering to Publicis Groupe travel compliance and handling last-minute travel changes.
General Admin:
- Maintaining up-to-date contact lists, org charts, and other central documents.
- Organizing transport and couriers for important correspondence and parcels.
Events & Team Culture:
- Helping to organize events hosted by your leader and larger agency socials.
- Participating in our culture community, The Core, to assist with agency meetings, and events like Summer and Christmas parties.
Holiday/Absence Cover:
- Providing cover for other PAs and EAs during holidays or absences.
Qualifications
- People-centric with excellent relationship-building skills.
- High emotional intelligence and discretion.
- Able to relay accurate messages quickly and adapt communication styles to diverse audiences.
- Always communicates with a smile.
- Exceptional time-management and problem-solving skills.
- Quick learner who can take on new tasks with minimal supervision and maintain clarity under pressure.
- High standard of administrative work with excellent formatting and grammar.
- Attention to detail in all tasks, from presentations to scheduling.