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 Havas Group 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
1. Providing inbox and diary management for the Managing Partner, assisting with meeting scheduling and prioritisation for incoming emails
2. 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
3. Attending ExCom meetings, writing minutes and following up on actions
4. Travel booking and coordination for ExCom team members, including Managing Partner via Concur
5. External event booking, venue coordination and organisation of ExCom off-sites and dinners
6. 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
7. Supporting and coordinating office changes with the CFO/COO and working with the Havas building services team to implement improvements
8. Supporting quarterly and annual events including viewing and booking venues, arranging travel, arranging supplies, coordinating logistics and providing on the day support
9. Ordering employee gifts and coordinating leaving cards
10. General office administration e.g. booking rooms, collecting mail, ordering stationary, printing and other ad-hoc tasks when required
Havas Collaboration
11. Building relationships with other Havas Executive Assistants to share best practice and aid communication between teams
12. Being the main contact for connections with HVL Room Bookings and Events
13. Previous experience within office administration, managing multiple projects at the same time
14. Previous experience as a personal or executive assistant, working in a professional environment
15. Advanced MS office
16. Excellent verbal and written communication skills
17. Ability to handle sensitive information and maintain confidentiality
18. Ability to build strong relationships with senior stakeholders and tailor communication style to the individual
19. Ability to prioritise and manage expectations with stakeholders when completing multiple requests
20. Proactive and self-motivated
21. Approachable and willing to support the Gate One team when needed
22. Confident and able to liaise with senior stakeholders
23. Professional in communications both within Gate One, Havas and externally with clients
24. Detail focused
25. 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.