Workplace: White City, London - at least 2 days a week in the office
12 months Fixed Term Contract
The role
This is a busy role that requires excellent organisational and prioritisation skills. Both the Chief Viewer Office and Director of Brand & Marketing need a highly organised and efficient Senior PA to take control of managing the administration for their business area. They must play a key role in managing the smooth running of their schedule and day-to-day office.
The role will require a confident, career PA who shows strong initiative in your role.
Main responsibilities
1. Extensive diary management
2. Arranging meetings
3. Booking meeting rooms and arranging catering for meetings
4. Point of contact for clients and guests visiting the office for meetings
5. Proactive management of inboxes, removing junk mail, flagging priority emails
6. Arranging onboarding for new starters; ensuring tech is set up and equipment is ordered
7. Submitting expenses
8. Support with presentations on PowerPoint and/or Google Slides when required
9. Finance & Legal support; setting up suppliers, raising PO numbers, processing invoices and liaising with Legal for NDAs and SoWs when needed
10. Supporting senior team with arranging meetings
11. Booking nationwide and international travel and accommodation
12. Preparing itineraries for business trips
13. Working with team of internal PAs to ensure Viewer Leadership Team are aligned
14. Providing holiday cover to other PAs
15. Supporting with events, organising workshops and away days
16. Manage board papers
17. Supporting Directors with their wider industry responsibilities
Skills you’ll need (minimum criteria)
18. PA experience at Director level, having managed multiple busy diaries
19. Must be confident with Microsoft Office/Google Workspace apps including Powerpoint and Google Slides
20. Must have prior experience of senior stakeholder engagement at all levels
21. Must be able to work autonomously
22. Sound administrative skills including meeting organisation and diary management
23. You will ideally have a proven ability to prioritise accordingly to occasionally conflicting needs
24. Confident communicator with a good eye for detail
Other things we’re looking for (key criteria)
25. It would be beneficial if you have an interest in media
26. Comfortable with managing highly confidential information
27. Demonstrates ability to operate well within a team
28. Flexible and creative approach to problem solving – anticipating potential future issues
29. Proactive self-starter with initiative who has the skill and the confidence to make appropriate decisions
30. Enthusiastic, energetic & efficient