Team Assistant - London, United Kingdom - DDB Network

Description

Overview:

A little bit about us
We're an award-winning creative production agency. We work hand-in-hand with clients and their agencies to create best-in-class work, because great partnerships produce great things.

We believe in respect, kindness, openness, self-expression, and creativity, making space for the lived and learned experiences of all our people, and helping them to be the best they can be.

We are intellectually curious about difference, embracing change for the better, and are committed to opposing injustice and constantly challenging the status quo.

We're an agency packed with the energy and passion to make things happen and are always on the lookout for brilliant new talent to join us on our journey.

Responsibilities:


A little bit about the role

We're looking for an experienced Team Assistant/PA to provide PA support our Managing Director, Claire Bowers and COO, Gary Whipps.

In addition you'll have additional diary management respnsibilities for other members of the SLT.

This is a busy, demanding but fun role and will play an integral part in the smooth running and success of the agency.

• Organise travel itineraries, accommodation and visas, also booking flights and transfers for MD, COO, and wider management team
• Ensure client/company meetings are effectively manage. Booking & prepping meeting rooms, catering and oversight of IT setup [presentations, Team/skype/Webex] as required.
• Organise and manage client entertainment, bookings, costs, general event logistics
• Work closely with our front of house reception and catering teams to organise meeting rooms, lunches, training sessions, company meetings etc.
• Processing expenses and invoices for management team
• Understanding and working effectively with Paige [internal IT solutions provider] and supporting with issue resolution
• Supporting business and working with our shared People Team regarding the training and development calendar. Assisting with booking, management and attendance of L&D activity
• Onsite Fire warden, Covid coordinator and First aider [training will be provided]
• Work with our Talent and People Teams to support and ensure smooth onboarding and a positive experience for our new joiners
• Share learnings with Talent, People Team and wider departments to optimise our onboarding experience
• Provide high quality administrative support on HR paperwork, onboarding & IT setup for new starters

Qualifications:

A little bit about you

• A team player with an adaptability and willingness to jumpin where needed
• Resilient and reliable with a 'can do' attitude and enthusiasm for making stuff happen
• Positive, helpful, responsive and quick to use your initiative
• Good knowledge of MS Office suite [Outlook, PowerPoint & Excel]
• Proven ability to build relationships and communicate effectively at all levels both internally and externally
• Excellent attention to detail and solid administrative skills
• Excellent organisational skills, with the ability to prioritise workload and ensure tasks are closed