Executive Assistant London, England
Job description
The Role
Executive Assistant supporting the UK Chief Transformation Officer and the Transformation SLT.
We are a new team of business change professionals providing services to mobilise the new strategic vision set by our Global leadership team to future-proof the business and provide the best service, products and technology to serve our clients changing digital needs. This is an incredibly exciting time to join GroupM UK Transformation & Integration as we lead the way delivering transformation change initiatives to our business and agencies.
Background
Group M globally began a large-scale transformation 3 years ago with an ambition to make advertising work better for people.
One of the largest revenue contributors to parent company WPP, Group M UK is bolstering its offering in market to create a 'gold standard' level of integrated services to its clients whilst its agencies continue to bring their individual strategic offerings, matched to their clients’ individual needs and digital marketing maturity.
To realise this vision of exponential 'connected growth' and facilitate the required organisational change, a new team of transformation professionals is being embedded in the business led by the UKs Chief Transformation Officer
What you’ll do:
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Complex diary management; planning effectively and prioritizing time by:
- Organising and managing meetings, including meeting requests that come through the CTO’s inbox.
- Managing meeting attendee lists and their availability across clients, 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 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.
- Diary management of Transformation SLT
Develop and maintain communication and good relationship with PA/EAs, clients and stakeholders within GroupM and WPP, as well as direct reports of CTO.
- Keeping an updated record of client contact and internal contact information.
- Communicating the availability of the CTO 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, 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.
What you’ll bring:
- A confident, professional, and experienced Executive Assistant with excellent communication skills.
- Ability to confidently liaise with clients and other members of 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.
- Powerpoint skills to be able to assist in the development of presentations.
GroupM is an equal opportunity employer. We view everyone as an individual and we understand that inclusion is more than just diversity – it’s about belonging. We celebrate the fact that everyone is unique and that’s what makes us so good at what we do. We pride ourselves on being a company that embraces difference and truly represents the global clients we work with.
