Personal Assistant

4 weeks ago

London, UK, United Kingdom HAYS Full time

At Hays, we believe in being long-term partners with our people as well as our customers. Together, we will work for your tomorrow, and the possibilities are endless.


With over 50 years’ of business success, we have built a reputation as the world leader in specialist recruitment and workforce solutions. But joining Hays isn’t just about being part of a global business leader; together with over 12,000 people across 33 countries, you’ll be making a difference in the world of work.


Your New Role

We are seeking a highly organised and proactive Personal Assistant to provide comprehensive administrative and organisational support to our Chief Marketing Officer (CMO) and Chief Product & Innovation Officer (CPIO). The ideal candidate will have excellent communication skills, attention to detail, and the ability to manage a dynamic schedule and various administrative tasks in a fast-paced environment.


The Role is divided into the following key areas:

Calendar Management:

  • Manage the CMO’s and CPIO’s daily and weekly calendar, including scheduling rescheduling, and prioritising appointments, meetings, and events
  • Coordinate internal and external meetings across multiple time zones
  • Ensure all necessary meeting materials (agendas, documents) are prepared in advance.

Travel Coordination:

  • Plan, organise and manage travel itineraries, including flights, accommodation, ground transportation.
  • Handle visa applications and other travel-related documentation when relevant
  • Manage expenses

Email and Communication Support:

  • Manage and prioritise the CMO's and CPIO’s email inbox, responding to internal meeting inquiries, and flagging urgent messages
  • Draft and respond to emails on behalf of the CMO and CPIO when necessary
  • Coordinate group email communications and follow-up tasks with the marketing team or external stakeholders.

Meeting Preparation:

  • Organise and prepare for meetings, including drafting agendas, coordinating attendees, and gathering supporting materials in the meeting invite and physically as required
  • Take meeting minutes, track action items, and follow up on their completion when relevant.
  • Optional: Assist with creating presentations and reports for internal and external audiences.

Group Mailing and Communication:

  • Manage and maintain group mailing lists and ensure effective communication across teams.
  • Coordinate team updates, and important announcements as needed

Document Management and Filing:

  • Ensure easy access to necessary files, contracts, and other documentation.

Ad-hoc Administrative Support:

  • Support in organising team-building events, department offsites, and other marketing-related events

What you'll need to succeed

We are looking for an engaging member of the team who will demonstrate behaviours that support and reflect the Hays values. With significant experience in providing support to senior leaders, the successful candidate will be able to deliver in a fast paced, complex environment ensuring attention to detail and a commitment to managing multiple stakeholders at once.

Life at Hays presents the opportunity for growth, varied career paths, exciting challenges and a culture of inclusion that celebrates diversity. As a committed Disability Confident employer, if you’re thinking of a new tomorrow for your career, whatever your background, let’s work together to create it

At Hays, we share a passion for creating a culture of opportunities for our people to flourish and succeed, whatever your background. We know that diversity of perspective and an inclusive approach, which encourages those experiences and views to be heard, is great for business and therefore your career.

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