Executive Assistant - London, United Kingdom - EssenceMediacom

EssenceMediacom

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Executive Assistant to Chief Client Officer

Job Overview

The Executive Assistant role is one designed to provide the department heads with the required level of proactive and consistent support and assistance.

The Executive Assistant should always be one step ahead, pre-empting situations before they arise.

We are looking for a combination of experience and skills to date, as well as the characteristics of the individual as we are looking for someone who is professional, solutions-focused, trustworthy and warm-natured.

A creative thinker with high emotional intelligence, who can adapt and flex their approach depending on the circumstances.

Who does the role report into?
You will report into
Chief Client Officer **who sits on the EssenceMediacom EXCO Board

What are the 3 best things about the job?

You will be part of a fantastic team of Assistants and become a crucial part of the best and biggest Media Agency in the UK - a truly fantastic place to work.
Getting to work very closely with the most senior leaders at EssenceMediacom UK plus having exposure to all senior clients due to the nature of the CCO role
Getting to organise some of the best events in Media for clients, media owners and the agency itself.

What are the measures of success?

Seamlessly running the CCO's workload which includes a very busy diary full of personal and client meetings and ensuring everything is fully prepared. Creating exciting and engaging client events. Being one step ahead at all times, with an eye for detail.

Responsibilities
***- Act as the main point of contact for all direct reports as a professional and approachable representative

Proactive and consistent coordination of daytoday meeting schedules, business travel etc
React quickly to unanticipated changes in priority and communicate with those affected in a timely manner
Establish relationships and build rapport with internal and external stakeholders, maintaining a clear line of communication
Organisation and minute taking at weekly management board meetings
Coordination of initiatives e.g., Team Away Days / Company Meetings and working closely with the marketing department
Partnering with Facilities Management to ensure correct set up of meetings in Sea Containers
Carry out full administrative duties on behalf of your direct reports including (but not limited to):
Complex diary and inbox management.
Arrange and schedule travel and accommodation requests
Liaise with internal and external clients, suppliers and members of staff
Organise internal and external meetings, including meeting and greeting visitors
Set meeting agendas, attend meetings with your direct reports and action followup points when required
Provide all information necessary to your direct reports to ensure she is fully equipped and wellresourced to attend meetings and manage commitments
Intercept incoming calls, mail and visitors, determining their priority and redirecting them when appropriate
Delegate and coordinate projects and tasks as requested by your direct reports
Provide adhoc support in other areas as and when needed
Process expenses and complete timesheet data in Aura. Approve any team timesheets waiting.
Weekly management meetings. Create and share agenda, attend meetings, take minutes, and circulate actions points.

What will you need?

Strong organisational skills that reflect ability to perform and prioritise multiple business tasks, projects and demands seamlessly with excellent attention to detail.
Solid and demonstrable experience supporting the senior management team.
Event management experience, end to end. Flexible and adaptable to various competing demands and be able to deliver the highest level of client service and response. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external individuals and clients.
To assist the CCO with PowerPoint decks.
Expert level written and verbal communication skills.
Emotional maturity with a good sense of humour.
Highly resourceful teamplayer with the ability to also be extremely effective independently.
Calm under pressure and proven ability to handle confidential information with discretion.
Demonstrated ability to achieve high performance goals and meet deadlines in a fastpaced environment.
Superior skills in Microsoft Office (Outlook, Word, Excel, and Power Point) & Adobe Acrobat.
Confidence and knowledge of tech such as MS Teams and Zoom, organising meetings and managing breakout rooms for large groups.
Ability to juggle multiple priorities a proven multitasker with the ability to plan ahead, anticipate and mitigate potential roadblocks
The CCO has an extremely busy calendar, therefore you will be required to manage some personal endeavours as well as your business remits.

About EssenceMediacom**We are a global communications agency lead