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    Executive Assistant - London, United Kingdom - GroupM

    GroupM
    GroupM London, United Kingdom

    5 days ago

    Default job background
    Description

    Description

    Position at GroupM

    EA for C suite (12 Month FTC)

    Objectives of this role

  • Support the EMEA CEO primarily and provide additional support to management team members as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
  • Maintain and refine internal processes that support EMEA CEO and management team companywide, and coordinate internal and external resources to expedite workflows
  • Manage communication with employees by liaising with internal and external management on various projects and tasks

    • Responsibilities

  • Manage professional and personal scheduling for EMEA CEO, including agendas, mail, email, client management, and other company logistics
  • Coordinate complex scheduling and calendar management, as well as content and flow of information to senior management
  • Manage travel logistics and activities, including accommodations, transportation, and meals
  • Provide administrative and office support
  • Organize team communications and plan events, both internal and off-site

    • EA Responsibilities

  • Managing the diary, ensuring meeting invites are sent and follow up e-mails and ensuring meetings have been accepted
  • Processing Expenses and expense reports using Aura
  • Arranging travel, flights, taxi's, hotels, meeting rooms, building access etc.
  • Ad hoc requests
  • Booking meeting rooms, catering, IT, registering visitors, collecting visitors

    • Finance/Compliance Responsibilities

  • Creating PO's from Aura for purchases for the office equipment, catering, cars, internal parties external events etc
  • Creating new supplier forms for new suppliers including event space
  • Updating staff coding on Easyvista for people moves
  • Onboarding new joiners onto Easyvista ensuring people are set up on Aura

    • Office Responsibilities

  • Contact for all building issues including health and safety/ security etc.
  • Proving support for any questions/problems on the 10th floor Rose Court
  • Arrange office planning (monthly update with WPP head of Rose Court)
  • Ordering chargers, stationery, printer paper, remote mice, laptop stands etc.
  • Ordering, collecting and expensing snack bars and cereal for the office
  • Ordering and raising a PO for monthly birthday cake
  • Keeping records of lockers and keeping everyone updated
  • Helping with lunch and learn catering for the office
  • Tech support for the meeting rooms
  • Support with Desk Bookings on Robin
  • Support with printer issues
  • Ad hoc requests for travel
  • Registering and collecting visitors to Rose Court
  • Updating distro lists and org charts
  • Arrange passes and inductions for new joiners at Rose Court

    • Event Responsibilities

  • Organising off-site events, Summer and Christmas party
  • Raising New Supplier forms and PO's for payment of venues, catering, entertainment, overnight accommodation and branded swag
  • Search for venues, confirm details and arrange payment
  • Organise travel and logistics.
  • Arrange equipment, catering and Agenda for off-site meetings
  • Managing invites and acceptances

    • #LI-AM3

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