Executive Assistant
7 days ago
**Position: Executive Assistant**
**Supporting**:CEO **EMEA **GroupM Nexus**
**_ Objective of the role_**
To effectively manage time, work commitments and associated requirements of the CEO EMEA GroupM Nexus.
**_ Core responsibilities_**
- Complex diary management; planning effectively and prioritizing time by:
- Organising and managing meetings, including meeting requests that come through the CEO’s inbox.
- Managing meeting attendee lists and their availability across clients, GroupM Nexus, GroupM and WPP, including associated communication about the meeting.
- Ensuring agendas and any documentation required for, or in advance of the meeting are provided.
- Ensuring prep meetings are organised prior to client meetings.
- International travel arrangements, responsible for the following:
- Organising appropriate flights to balance work-life commitments.
- Hotel bookings relative to the itinerary and meeting location.
- Sourcing of appropriate visas, if needed.
- Comprehensive itinerary creation.
- Booking and organising cars.
- Workflow management; maintaining an up-to-date knowledge of workflow and commitments:
- Inbox management.
- Flagging relevant information.
- Supporting the delivery of key deadlines.
- Collating information for reports.
- Triggering reminders for key deadlines and events.
- Meeting co-ordination and logistics:
- Facilitating appropriate meeting space in GroupM Nexus offices or external venues as required. Ensuring correct meeting resources; catering, IT / audio equipment, room layout, etc are provided by liaising with internal caterers and office AV staff.
- Coordinating hybrid meetings across different time zones,
- Develop and maintain communication and good relationship with PA/EAs, clients and stakeholders within GroupM Nexus, GroupM and WPP, as well as direct reports of CEO EMEA GroupM Nexus.
- Keeping an updated record of client contact and internal contact information.
- Communicating the availability of the CEO to the wider team and managing their expectations, providing ‘gatekeeper’ and ‘gateway’ role to create a positive working environment.
- First point of contact within GroupM Nexus, filter calls, concise message taking when required, resolution of problems and providing information.
- Organising and arranging logistics for conferences and forums. Attending events to ensure smooth running onsite including conferences, regular calls, support for any regional townhalls/meetings and ad hoc events.
- Managing expenses for CEO EMEA GroupM Nexus.
- Preparation of PowerPoint presentations / Word and Excel documents.
- Managing meetings/townhalls using Teams and/or Zoom; ensuring invites/information are sent out in good time to relevant attendees, assist with presentation collation, manage all tech needs and flagging any issues in good time.
- Provision of support to other PA/EAs where necessary including when on annual and sick leave.
**_ Key _**_Skills_**_:_**
- A confident, professional, and experienced Executive Assistant with excellent communication skills.
- Ability to confidently liaise with clients and other members of GroupM Nexus, GroupM and WPP.
- Proactive and a good problem solver.
- Ability to understand the needs/requirements of who they are supporting.
- Tech savvy: ability to use Teams and Zoom, with excellent knowledge of Outlook 365.
- Very strong interpersonal skills and the ability to build strong relationships both internal and external.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of administrative service and response.
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