Job Description
About Us: We are a creative agency with an emphasis on quality and craftsmanship. For over 20 years, we have collaborated with some of the most desirable heritage and contemporary brands, offering rebranding, brand creation, and strategic guardianship. We operate across two studios in the UK. We are also part of Together Group, more than 600 individuals across 12 agencies with 30 offices in 16 key cities. Together we are a global group of industry-leading agencies focused on the luxury and lifestyle sectors across hospitality, placemaking, luxury goods, fashion, jewelry, art, design, and beauty.
Purpose of the role
Executive assistant to the Founder and the Business Development Director of Construct London Limited, part of Together Group.
To support this leadership team with the day to day administration of their workload, ensuring efficiency, clear communication, effective prioritisation and sensitivity in all relationships agency, group, client and partner.
Responsibilities
Diary Management
- (For Board) Proactively schedule internal and external meetings through diary management, building good working relationships with appropriate external PA’s and support staff
- Book meeting spaces as required
- Schedule meetings (in person, video conferencing, phone calls etc.) as requested
- Update diary and studio schedule
- Provide all necessary details ahead of meetings and ensure information is included in calendar entries (attendees, Zoom details, dial-in details, agenda (provided by PM) etc.)
Board Meetings
- Handle confidential and potentially market sensitive information as directed on behalf of Together Group (TG) and Construct Executive Function
- Administer Board meeting planning and calendar schedule: ensure that all meetings are in the diaries of the Executive Function and that they are flagged in advance to facilitate preparation thereof
- Prepare Board packs as directed by the Construct Executive Function
- Circulate and file Board Packs, Minutes and Minutes approvals
- Deliver activities accurately, carefully plan, ensure timely distribution and manage a clear filing process
Construct Executive Function Support
- Offer executive assistance support as required to Construct Executive Function
- Help to produce documents, briefing papers, reports and presentations as required by the Executive Function
- Contract administration support
- Liaison with Group functions as directed and required
- Administration of special projects
- -Responsible administration of sensitive information
- Client care supporting the client services team including preparing for meetings and administering client hospitality
- Liaising with the Operations/office manager to administer support services required by the Founder and Business Development Director including travel, IT services
- Liaising with Construct London Limiteds management team to ensure effective prioritisation of business leadership teams time
- Liaising with Together Group leadership and all agency Founders as requested by Constructs business leadership team