Executive Assistant

3 weeks ago

London Area, United Kingdom Cheil UK Full time

In a nutshell…

We’re looking for a competent EA to join us to support our CEO. You will be a seasoned EA adept at working for Exec Level Management and experienced in providing professional support including diary management, managing inbox, travel arrangements and bookings alongside some event organisation.

The Executive Assistant provides high-level administrative support to CEO, ensuring the smooth functioning of day-to-day operations. This role requires exceptional organizational and communication skills, as well as the ability to handle confidential information with discretion. The Executive Assistant serves as a key point of contact between executives and internal/external stakeholders, contributing to the overall efficiency and success of the executive team.

What the day to day looks like…

  • Complex diary management of busy, changeable diaries for the CEO
  • Gate-keeping and acting upon correspondence where appropriate
  • Booking global travel (Europe and to our HQ in Korea) and creating accompanying travel schedules
  • Forward planning daily/weekly commitments therefore assisting with management of workloads through effective diary management
  • Systems management: completing timesheets, expenses and holiday/absence approvals and management of other internal systems and platforms for and on behalf of the CEO
  • Arranging meetings, ensuring agenda meeting packs are circulated, and attendance at meetings (both onsite and offsite) to take notes, create action lists and then follow up
  • Document preparation: presentations, background research to client projects and prospects
  • Aptitude for numbers: able to interpret basic financial documents
  • Some out of hours support when CEO is travelling particularly when they are at HQ in Korea
  • Providing CEO with comprehensive administration support, including but not limited to drafting and producing letters / emails, spreadsheets, reports and presentations
  • Supporting the CEO in collating information and producing UK reports and presentations for the European President when requested
  • Providing assistance to external stakeholders, staff and other visitors and to ensure they are welcomed and looked-after in a professional and courteous manner
  • Complete other ad hoc administration tasks, as required

Strings to your bow…

  • Strong IT skills (MS Outlook, Word, confident in using PowerPoint, expert at Excel)
  • Excellent communicator, at all levels of seniority
  • Outstanding attention to detail
  • Tact and discretion, for dealing with confidential information
  • Highly organised with a logical approach and ability to work on your own initiative
  • Ability to operate with little supervision and resolve problems efficiently and with confidence
  • Interest in digital marketing

Who are you?

  • Proactive. Take the initiative to get things done
  • Ambition to develop this role into something that really adds value
  • Stays calm under pressure
  • Great team player – give or take help whenever necessary
  • Be able to pre-empt situations or problems
  • Flexible and adaptable approach to work
  • Confident with the ability to challenge and manage

Requirements:

  • Proven experience as an Executive Assistant or similar role with 5 years’ experience
  • Excellent organizational and time-management skills
  • Strong written and verbal communication skills
  • Proficient in MS Office and other relevant software
  • Discretion and confidentiality are essential
  • Ability to multitask and prioritize effectively
  • Professional demeanour and the ability to represent executives with professionalism
  • Creative or Media background desirable
  • Self-motivated with strong attention to detail
  • Confident in liaising with internal and external stakeholders

Working Conditions:

The Executive Assistant typically works in an office environment 4 days week, collaborating closely with executives and other team members

The perks you can take advantage of in return…

  • A competitive salary
  • 25 days holiday
  • 1 extra day off for moving house
  • 3 extra days off for wedding or Civil Partnership
  • Discounted Samsung products
  • Discretionary company bonus scheme, subject to bonus scheme rules
  • Money off gym membership
  • Stakeholder pension with Scottish Widows
  • Group Income Protection
  • Private medical insurance with BUPA, including Mental Health Pathway
  • Dental insurance with Simplyhealth
  • Life Assurance
  • Season ticket loan
  • Employee Assistance Programme
  • Cycle to work scheme
  • PLUS, Thursday drinks trolley, Monthly All Agency, Summer & Christmas parties…and much more


The Agency…

Welcome to Cheil UK. We are an integrated agency bridging the three worlds of physical, digital and immersive experiences including working across e-commerce, retail, media and emerging technologies. Now in their 50th year, the 150+ strong team redefine what’s possible, continually optimising to deliver an edge for clients and working with brands to forge deeper, more rewarding, customer experiences.

As a full service agency, we’ve got plenty of experience in shopper marketing, experiential, traditional advertising, social, retail design and sponsorship – awards to show for it, too. In the past few years, we’ve earned our share of Cannes Lions, Clios, POPAIs and Kinsale Sharks.

As part of Cheil Worldwide, Cheil London plays its part in one of the world’s biggest agency networks – comprising 53 offices and 8 affiliates in 42 countries globally.

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