Pa to Head of Brand and Marketing and Team

5 months ago

London, United Kingdom Savills Full time

**Role Overview**

We are looking for a dynamic PA to support the Head of Brand and Marketing and act as the Team Coordinator for the department.

Primarily your role as a PA comes first, with sufficient inbox and diary management skills being essential. Over time you will act as first point of contact for the Head of Brand and Marketing and be a gatekeeper to their time. Representing them using discretion and confidentiality at all times and being positively perceived as their representative is key.

As the Team Coordinator you will be the essential glue in the team, making sure news and success stories are both communicated and celebrated within the department and there are plenty of socials In addition you will be accountable for facilitating key department responsibilities including recruitment, new starter onboarding and IT/systems support.

This role reports to the Senior Marketing Planning & Operations Manager, who oversees all processes and platforms used across the team. You’ll work closely together on supporting the development and execution of department strategy; monitoring budgets, communicating marketing successes to the business, and ensuring that all processes within the team are efficient fit for purpose. We encourage entrepreneurship and ambition in our team, so the opportunities to lead on a particular initiative in addition to your PA duties are endless.

The role is based out of our Head Office in central London for three - four days per week.

To apply, please submit a CV, Covering Letter and your salary requirements.

**Key Responsibilities**

PA duties:

- Support the Head of Brand and Marketing with complex diary & inbox management
- Be the gatekeeper to their time and monitor their workload
- Help to deliver key management messages and ensure the team runs true to its core standards and values
- Coordinate meetings for the Marketing Leadership team and the MarComms SteerCo/Board
- Coordinate the Residential Leadership and All Team meetings.
- Approve all Director’s holiday and expenses on behalf of line manager
- Booking both domestic and international travel (although infrequent)

Team Coordinator:

- Compose the monthly team newsletter, sharing success stories and team news.
- Deliver three annual department meetings, one offsite, our annual Awards and the department Christmas party.
- Build a comprehensive knowledge of the Savills wide systems used in marketing and be the ‘Go to Person’ to advise the team on Savills services in regards to key contacts, IT, Facilities, and HR to name a few
- Deliver our Recruitment and Onboarding programme, ensuring efficiency across the recruitment timeline and providing a consistent welcome for each new joiner.
- Manage and evolve the induction process and learning materials for all new staff members and give every starter the same welcome.
- Run new starter training sessions on the internal processes and systems.
- Support the Planning and Operations Manager in overseeing the teams’ finances.
- Screen team outgoings and creation of PO numbers.
- Monitor the internal intranet marketing pages and keep the content up to date.
- HR support (Scheduling appraisals, managing and monitoring team holiday, sickness, etc)
- Planning bi-annual Team Away days and ad-hoc team events/socials
- Collate promotions forms and coordinate the promotions timeline every September.
- Keep important team sheets up to date e.g., Team organogram, emergency contacts & birthdays.

In addition to the tasks described above, the job holder may be required to carry out other duties as may reasonably be required from time to time

About you:

- A positive team attitude with a willingness to take the initiative and a professional approach is key.
- Have experience working with senior level stakeholders and can demonstrate working with high levels of confidentiality.
- A self-motivated and proactive individual, able to demonstrate reliability and flexibility where necessary.
- Being fully involved in the activities of the busy marketing department with a flexible attitude to tasks and projects - including running events, making presentations, helping other team managers with tasks.
- Be a sounding board with strong integrity to both the Head of Brand and Marketing and the Senior Marketing Planning and Operations Manager.
- Organised with excellent attention to detail.
- A good team player with a positive attitude, willing to get stuck in.

**Key Skills**
- 3 years’ experience in a PA or Office Manager Role
- 1-2-1 Inbox management experience is preferred
- Reliable and able to handle confidential matters and be discreet at all times
- Self-starter, who relishes challenges and strives for the continuous improvement delivers efficiency.
- Recruitment experience, desirable but not essential
- Experience with travel bookings (trains/flights/hotels/taxis) preferred
- Excellent organisational and co-ordination skills
- Excellent verbal and written communication skills: st

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