Personal Assistant

Descrizione del lavoro:

Hybrid

Agency :Gate One

Job Description Summary : The Personal Assistant provides high level secretarial and administrative support for one or more of the organization's executives, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures, and people.

Job Description :
Our Business:
Gate One is a digital and business transformation consultancy that is taking on the traditional approaches to transformational change consulting with entrepreneurialism, grit and humility. We care about meaningful and sustainable change: working shoulder-to-shoulder with our clients to transform the lives of their customers and their broader communities. We are a challenger consulting brand, competing with the large, well known consulting models to offer our clients and our team a different way of working.
Gate One was established in the UK in 2013 and in recent years have set up small teams in Dublin and New York, we are building the size of these teams whilst looking at other locations to support our international expansion. We joined the (COMPANY NAME) in 2019 - one of the world's largest digital, creative and entertainment networks. Together, Havas agencies can provide greater value and services to clients; while delivering meaningful, societal impact.

Reporting Structure:
This newly created role will sit in the Specialist Functions Team and report to the Managing Partner.

Responsibilities:

Managing Partner and ExCom Support
* Providing inbox and diary management for the Managing Partner, assisting with meeting scheduling and prioritisation for incoming emails
* Supporting ExCom (Senior Leadership Team which includes the Partner Team and Chief X Officers) including arranging ExCom meetings, room bookings, scheduling/sending calendar invites, coordinating catering when required
* Attending ExCom meetings, writing minutes and following up on actions
* Travel booking and coordination for ExCom team members, including Managing Partner via Concur
* External event booking, venue coordination and organisation of ExCom off-sites and dinners
* Coordinating client visits for ExCom team members in Havas Village London (HVL), booking meeting rooms and being on hand for support on the day

Office Support
* Supporting and coordinating office changes with the CFO/COO and working with the Havas building services team to implement improvements
* Supporting quarterly and annual events including viewing and booking venues, arranging travel, arranging supplies, coordinating logistics and providing on the day support
* Ordering employee gifts and coordinating leaving cards
* General office administration e.g. booking rooms, collecting mail, ordering stationary, printing and other ad-hoc tasks when required

Havas Collaboration
* Building relationships with other Havas Executive Assistants to share best practice and aid communication between teams
* Being the main contact for connections with HVL Room Bookings and Events

Experience
* Previous experience within office administration, managing multiple projects at the same time
* Previous experience as a personal or executive assistant, working in a professional environment

Skills
* Advanced MS office
* Excellent verbal and written communication skills
* Ability to handle sensitive information and maintain confidentiality
* Ability to build strong relationships with senior stakeholders and tailor communication style to the individual
* Ability to prioritise and manage expectations with stakeholders when completing multiple requests

Behaviours
* Proactive and self-motivated
* Approachable and willing to support the Gate One team when needed
* Confident and able to liaise with senior stakeholders
* Professional in communications both within Gate One, Havas and externally with clients
* Detail focused
* Responsive to feedback, keen to develop and take on increased responsibility as the role and business grows

Equal opportunities:
As an equal opportunities employer, we are committed to a diverse workforce and a barrier-free recruitment process for those who need reasonable adjustments. If you require any reasonable adjustments made to the recruitment process, please let us know.

Contract Type :Permanent

Here at Havas across the group we pride ourselves on being committed to offering equal opportunities to all potential employees and have zero tolerance for discrimination. We are an equal opportunity employer and welcome applicants irrespective of age, sex, race, ethnicity, disability and other factors that have no bearing on an individual's ability to perform their job