Executive Assistant

1 month ago

Shoreditch, United Kingdom Christopher Keats Full time

**Our client is the world’s largest independent creative communications network working with iconic and premium brands.**:
This EA role would be for one of the specialist divisions dedicated to to tackle humanity’s most sensitive and complex problems.problems like global poverty, gender inequality, health and nutrition and discrimination against minorities. Their clients are global and are at the cutting-edge of behaviour change activities.

The Executive Assistant is the go-to person in the office and will provide 1:1 support to the COO, lighter support to the senior management team and the know it all to make the office work for the wider team. The role is varied, but day to day, involves a high level of planning, coordinating, and internal communication at all company levels. You must be able to juggle multiple projects independently and efficiently. In addition, due to the nature of the work, you will have impeccable communication skills and act with discretion. Able to adapt to changes and pressure during peaks of work, it is fast paced but fun work.

**Responsibilities**:

- Point of contact for the team to troubleshoot office issues
- Fun team - managing the juniors organise the weekly / monthly fun activities, monitoring the budget
- Organising company events - eg. the annual Christmas party and ad hoc celebratory drinks throughout the year
- Maximising the COO’s time by preparing all necessary aspects of client and internal meetings.
- Presenting accurate information as early as possible to ensure that the COO is always fully prepared and informed.
- Ability to prioritize and handle multiple assignments at any given time while also serving as a “go to” for all members of a large team.
- Diary management, first point of contact for coordination of all diary entries for COO and SLT - meetings/calls/events/ appointments, etc
- Inputting of all meetings into COO’s diary and re-confirmation of all arrangements, including restaurant bookings
- Pro-actively coordinating, preparing for and following up on all recurring meetings eg. management meetings
- Preparation for all meetings & conferences - agendas, travel, directions etc.
- Planning complex travel itineraries, booking accommodation, taxis, trains and flights, etc
- Preparation of travel details and documents for all trips - UK and international
- Meeting and greeting guests and meeting room setup for all COO’s meetings
- Using absolute discretion when dealing with highly confidential and sensitive information
- Building professional relationships to enable informed awareness of levels of importance/priority when dealing with contacts for diaries, calls and correspondence
- Liaising with senior-level clients and contacts (and their assistants/’offices’) in COO’s, acting as their representative for all visitors to the office
- Ensuring all messages are responded to, being aware of client priority levels and COO’s workload
- Administrative support for meetings eg. binding documents, setting up meeting rooms, ordering catering and working on documents and decks
- Regular expense processing for COO and Chief Research Officer and approval of wider SLT

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