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GLOBAL MEDIA AGENCY – PA TO TWO DIRECTORS ON LEADING BRAND

Description

Our client, a Global Media Agency, is looking for an experienced individual with previous PA experience in managing senior executives, preferably in an international role. The role will provide main support for two Business Leads on a worldwide account.

The ideal PA should be proactive with a flexible, can-do and problem-solving attitude who can pre-empt requirements around travel, time between meetings, lunch requirements, etc.  You should be well organized, able to work in a fast-paced environment managing multiple tasks at once, as well as be able to provide clear and easy to access instructions for meetings, travel or other functions arranged. People management is preferred but not essential.

You will also be part of the wider PA team and work closely together and provide cover for one another during times of annual leave and particularly busy periods to provide balanced support.

CORE FUNCTIONS:

Extensive travel arrangements; flights, hotels, taxis and meetings in multiple time zones Excellent diary management and co-ordination skills. Manage regular expense claims Timesheets input into system Support on document creation, printing, binding, photo copying PowerPoint and Microsoft Office skills essential Setting up meeting with colleagues, clients and external vendors Cultivate excellent working relationships with other PAs, Facilities, IT

DAY TO DAY TASKS TO INCLUDE (BUT NOT BE LIMITED TO) THE FOLLOWING:

Diary Management – organise client & internal meetings.  Juggle a busy diary and prioritise meetings as required.
Accurately record messages, together with relevant contact details.
Enter expense claims in a timely manner onto in-house system and follow up on expense related queries.
Extensive travel management – researching/booking international flights; arranging hotel accommodation; organising visas where needed; collating travel packs, creating itineraries and documents for the Global Business Lead and ad hoc senior directors.
Book meeting rooms with relevant refreshments/breakfast/lunch.  Book through reception or when needed (for certain meeting rooms) set-up personally or organise externally.
Produce and format Word, PowerPoint and Excel documents.
Book, brief and manage any external design needs for presentation decks or collateral for meetings.
Track and manage all travel and office invoices and costs via appropriate logs.
Book taxis and couriers.
Arranging conference calls and distributing dial-in information to countries.
Setting-up WebEx sessions and providing information to the attendees.
Manage and download timesheet data into pivot table for analysis.
Printing & binding meeting documents, either in-house or via printer.
Keeping the office tidy and smart at all times and ensure team have everything they require.
Ordering stationary and kitchen supplies for the office.
Liaising with IT and Facilities on printer / computer / office issues.
Entering new roles on HR system.
Setting up new starters in timely manner to ensure all equipment is ready and working for them when they arrive (including HR liaison).
Holiday cover for the rest of the PA team as required.
Event organisation including conferences and entertaining- research venues and oversee the event to ensure smooth running.
Set up and ensure smooth running of office moves/new desk configurations when required
Keep a close working relationship with client executive team.
Occasional ad hoc personal duties when required.

Based in great offices in the West End of London and working alongside some very talented people, this really is a lovely role with many opportunities to thoroughly develop your great organisational and admin skills.

Permanent

Up to £30,000 dependent on experience

  • Contact:
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  • Created
    Tuesday, 18 February 2020

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