Executive Assistant

1 week ago

London, United Kingdom Havas Lynx Group Full time

As a Team Assistant, you will provide everyday support to the team across a wide variety of areas. You will be adaptable to the busy and changing priorities of team members, the Leadership Team (LT) and Executive Leadership Team (ELT), as well as thinking ahead to pre-empt issues before they arise.

You will also be critical in driving the agency culture to enhance the overall office experience and be the main point of contact for all employees and visitors within the office space. You will embody Havas Lynx Group ethos to deliver an excellent service to the team and clients.

**What you’ll be doing**:

- Booking and managing meeting rooms and ensuring the necessary resources are available
- Event and meeting organisation: responsible for smooth running of internal and external meetings (e.g., slides, room set up, checking VC/technology, ordering lunch and refreshments)
- Be one of the first points of contact for all new starters, carrying out an office tour and presenting a Welcome Induction. Work with the Talent Acquisition, L&D and Brand team as appropriate to develop and coordinate the sharing of new starter packs, inductions, and ensure a seamless first day experience
- Ensure all new starters attend the HKX new starter induction on a Tuesday morning
- Work with the Manchester Facilities team & HKX building services team to ensure the office is a presentable and welcoming environment. Proactively flagging any issues with the workspace that could cause an issue for team members
- Ensure all visitors and employees are greeted consistently with a positive welcome, adapting your approach where necessary and ensuring everyone leaves with a good impression
- Assist with any Havas Lynx Group specialist initiatives such as office ‘perk days’ and celebration events, ensuring the organisation, promotion and communication surrounding such initiatives are effective
- Be proactively involved in the booking and facilitation of team social events and making suggestions of how teams can utilise their entertainment budget
- Own the ordering of stationary and other office equipment, ensuring quality, timely delivery, and value for money
- Travel bookings: book train travel and UK hotels for the whole team and liaise effectively with the Travel team for overseas bookings. Drive efficiency and cost saving by pushing for early bookings
- A good knowledge of Microsoft Teams and the rest of the Microsoft Office suite
- Work with the relevant Shared Services Business Partners to evaluate company gifts and ‘the little things’ that we offer such as thank you cards, significant birthdays, special occasions and baby gifts. Research new suppliers ensuring that we are getting high quality gifts for the most cost-effective price and are consistent with our approach
- Engage with the LX Ambassador(s) and work with ALT/ELT to feed back ideas for new initiatives and employee engagement
- Effectively liaise with the HKX building services to ensure the necessary equipment and resources are provided including IT support and catering
- Develop and implement recommendations to strengthen the Facilities team
- Build strong, positive relationships and be a trusted point of contact for any queries, escalating where appropriate
- Ensure the correct people participate in required conversations, striving to improve communication across the team
- Actively foster an atmosphere of positive working that allows creative and effective work to flourish
- Regularly align with the other Team Assistants/Exec Assistants/Office Management team across the HLG business
- Work with the Manchester-based team to support leadership in creating a ‘Lynx-experience’ for people working in the London office - bringing the two offices more closely together, visiting Manchester periodically as appropriate

**What we’d like to see from you**:

- Previous experience of diary management and supporting colleagues
- Experience in organisation of socials, events and meetings, supporting them to run smoothly
- Knowledge of financial reports and ability to keep on top of expenses across a range of teams
- Highly organised and able to effectively manage own diary, along with senior colleagues’ diaries
- Excellent time-management skills and ability to stick to strict deadlines
- Proactive and highly organised in approach
- Manage your day-to-day tasks with enthusiasm
- Forge strong relationships with colleagues at all levels
- Highly personable and service oriented

**What you can expect from us**

A supportive and challenging environment in which you will have the opportunity to learn, grow, and make an impact that matters. We put a huge investment into #LYNXLife and our #LXAcademy internal programmes. It’s a unique initiative that aims to reward hard work, reduce pressures, and ensure that we can all enjoy our time at Lynx. Our strategy is to build capabilities internally and inspire the best talent, so we can continue to deliver on our mission.

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