Overview
Executive Assistant (Maternity Cover FTC)
40 Chancery Lane, London, WC2A 1JA
Company Description
At Saatchi & Saatchi we have a simple ambition to make the most influential creative ideas in Modern Britain.
Ideas that are influential in driving business growth, building meaning in consumers' lives, in our client’s organisations, creating energy and in culture shaping change
Our founding spirit of Nothing is Impossible is more important now than ever before. We see it as a simple mindset that allows us to do unbelievable things, driven by the power of creativity.
Our culture is one of collaboration, chutzpah and openness; of audacity, optimism and inclusivity. Because if you are going to deliver new possibilities you have to have the talent, energy and belief to achieve them.
Job Description
We are looking for an EA to support the Chief Executive Officer, James Denton-Clark, and the Chief Production Officer, Jessica Ringshall.
It’s a very fast paced job involving constant juggling and ever-changing schedules in a complex, large group doing exciting, creative work.
MAIN DUTIES
- Proactive diary management – being able to prioritise meetings, meet deadlines and manage ever changing schedules. Ensuring tight management of senior executives diary and working day, including all travel, expenses, times sheets, holiday admin. An overview of company-wide processes and a process in place to help improve and build in greater efficiency.
- Dealing with last minute diary changes throughout the day, over running meetings or travel issues, whilst remaining unfazed.
- Screening emails and responding/flagging where needed. It’s crucial the candidate is confident to act on the stakeholders behalf where appropriate.
- Ensure the stakeholders do not miss a thing. The candidate needs to have excellent attention to detail and be able to manage inboxes in a way that means everything is covered off.
- Support on internal and external meetings. To include preparation of all documents, presentations, meeting agendas where applicable. Must be literate in Google Suite.
- Book meeting rooms and be responsible for catering & arranging AV support.
- Managing clients and outside vendors (head-hunters, consultants, etc.); filter out time-wasters/junk mail
- Ad-hoc out of hours support. The nature of the job requires some out of hours support, however, this will be discussed more during the interview process and we pride ourselves on having a good work/life balance.
- Ad-hoc personal tasks (infrequent).
- Organise and facilitate team/leadership away days, social events, Summer & Christmas parties.
ADDITIONAL REQUIREMENTS
- Proven and demonstrable experience operating as an EA to senior management in a busy, fast paced, high pressured environment
- Robust experience managing multiple and ever-changing diaries is key
- Highly resilient with a strong work ethic.
- Excellent verbal and written communication skills including maturity and confidence in dealing with senior stakeholders
- Proven ability to multi-task and prioritise
- Willingness to be adaptable and undertake a broad variety of tasks, we are ultimately a team and should work accordingly.
- Excellent knowledge of MS Outlook for email and Google Suite for presentations/docs.
- Accurate typing of reports, emails, letters and all other correspondence.
- Ability to help facilitate & resolve simple IT problems for Manager in a proactive and helpful manner. Co-ordination with IT Dept where needed.
Qualifications
- A strong, reliable and assertive person is required for this demanding role.
- The position requires proactivity, tact, integrity, confidentiality, diplomacy and professionalism.
- Flexible and approachable with a positive energy, the successful candidate requires a level of maturity and should be comfortable with frequent senior management and client interaction.
- The EAs work very closely with the entire leadership team and the candidate needs to bring warmth and energy to an already close knit family.
- A natural team player, but also equally adept to working alone, proactively and without close supervision or direction, all whilst maintaining a level of calm.
- EA experience, ideally in a creative environment.
- We work flexibly at Saatchi & Saatchi, however, the nature of the role means you will need to be in the office at least three days a week – any additional days when required – so full flexibility Monday – Friday is a must.
Additional Information
Please note that Publicis Groupe is an equal opportunities employer and welcomes applications from all sections of society and does not discriminate on grounds of race, religion or belief, ethnic or national origin, disability, age citizenship, marital, domestic or civil partnership status, sexual orientation or gender identity.
