Assistant, Img Events

Job Description

Contract Summary

Key Responsibilities and Accountabilities
- Acting as a personal assistant to Senior IMG Executives within the Global Partnerships Team.
- Working closely with the First Assistant to the President to provide seamless support to the President and flawless running of the UK office. Providing full cover for UK office hours when the First Assistant is on annual leave or absent.
- Full diary management
- Outlook diary invitations
- Management of weekly recurring meetings
- Inbox management - reading, monitoring, responding and drafting communications
- Booking daily travel - taxis, trains, internal flights, organising car routes where necessary
- Booking international travel - flights, hotels, all required travel documents and visas
- Planning and organising meetings - organising meeting room and specific arrangements for internal and external meetings to include agendas and where necessary minute taking
- Day to day movements, ensuring the Executives have what they need when attending meetings i.e. papers and directions
- Upward management of executives day to day movements and tasks - proactive not reactive - always looks ahead
- Expenses - managing receipts and monthly inputting / checking against statements
- Answering calls and able to deal with matters professionally and efficiently
- Restaurant bookings
- Scheduling audio and video conference calls
- Ad hoc projects as directed
- Preparing presentations
- Occasional personal errands
- Conducting research
- Managing invites and hosting clients on site, as and when required
- Updating and managing CRM system on behalf of executives
- Other duties that are within the scope of the role may be required

Unusual Challenges or Circumstances e.g. shift(s)/ unsocial hours/ travel etc
- Flexibility to working with different Executives with different characters / working habits
- Proactive rather than reactive; an eye for detail and a capacity to think ahead and pre-empt
- You will be working in an international role therefore some unusual hours should be expected. Evening and weekend work will be required during Events.

Key Results Areas
- Ability to communicate and work seamlessly with the First Assistant to ensure a smooth running of the President’s office
- Delivering an efficient and coordinated approach in a busy office environment
- Efficiently and calmly managing diaries and rescheduling meetings
- Competently liaising with external parties to schedule meetings efficiently including leaving sufficient travel time around meetings or booking internal meeting rooms as appropriate
- For external meetings ensuring meetings rooms are set up before meetings, greeting external guests in a timely manner, ensuring refreshments are provided.
- Accurately managing and reconciling expenses
- Timely and appropriate follow up on tasks set
- Efficient management of business travel. Including suggesting most efficient routes, creating itineraries effectively.

PERSON SPECIFICATION

Knowledge and Experience- Some experience of working in an office, ideally PA/secretarial work.- Some knowledge/understanding of IMG Events or desire to have a career in Events

Skills and Abilities

Mandatory
- Working with Outlook, Word, Excel, Microsoft teams, CRM systems and PowerPoint
- Good use of the English language, written and spoken
- Excellent organisation and communication skills
- Ability to prioritise
- Ability to work as part of a team
- Excellent relationship skills given the wide range of direct reports

Desirable
- Previous experience of diary management
- Previous experience of, or of booking, international travel and scheduling meetings in multiple time zones

Qualifications and Training
- Use of expense management systems
- Use of travel management systems

Aptitudes/Personal Profile

Mandatory
- Confidentiality and upmost discretion in all areas is a must
- Confident individual who can deal with multiple stakeholders
- Team player with the ability to lend a hand and get stuck in where needed
- Ability to handle pressure and stay calm
- Ability to fit into an organisational structure and team culture
- Proactive individual willing to use initiative and problem solve
- Positive, cheerful and willing to learn

Working Conditions
- This is a permanent full-time position
- This role is based at Chiswick Park, London
- Working hours are 9:00 - 17:00, Monday to Friday (with flexibility)
- You will be working in an international role therefore some unusual hours should be expected. Evening and weekend work will be required during Events

Your Career at IMG

IMG is highly invested in the career development of its employees. If successful in your role, it should provide you with a stepping stone to the next stage and beyond. Examples of roles that people previously advanced to from the role or the level of this position are Coordinator or Manager. It is important to note that while most people look at the position of their line manager as the next