This is a remote position.
This powerhouse marketing / advertising agency working with major global brands is seeking an organised, proactive and professional remote Executive Assistant to support their CEO and two Founders. This role is ideal for someone with at least 3 years' experience as a remote Executive Assistant / Personal Assistant in an advertising agency. This remote role will be working UK hours and the successful candidate must thrive in a fast-paced, dynamic environment.
Responsibilities
• Diary Management: Coordinate and manage complex calendars for the CEO and Founders, including scheduling and prioritising appointments, ensuring no conflicts.
• Meeting Coordination: Organise and prepare for internal and external meetings, including booking venues, sending reminders, preparing agendas, and taking detailed minutes.
• Travel Arrangements: Arrange domestic and international travel, including flights, accommodation, and ground transportation. Handle any changes or travel-related issues that arise.
• Administrative Support: Manage various administrative tasks, including preparing documents, handling correspondence, and managing expenses.
• Task and Project Support: Assist with ad-hoc tasks and projects as needed, maintaining confidentiality and discretion at all times.
• Communication: Act as a professional point of contact for clients and stakeholders, screening calls and emails and responding on behalf of the CEO and Founders when required.
• Document Management: Organise, file, and maintain important documents, contracts, and records. Ensure quick and easy access to essential information.
• Office Support: Liaise with office management to ensure an efficient working environment, including ordering supplies and coordinating with facilities as needed.
• Event Coordination: Assist in planning company events, conferences, and off sites, including logistics, catering, and agenda preparation.
• Information Management: Track critical deadlines, action items, and key deliverables, ensuring the CEO and Founders are kept up-to-date on priorities.
• Project Assistance: Support the CEO and Founders with research, presentations, reports, and special projects.
Requirements
• Experience: Minimum of 5 years' as an Executive Assistant in an advertising agency or similar role, supporting senior executives.
• Organisation & Multitasking: Excellent organisational skills with the ability to prioritise and handle multiple tasks effectively.
• Attention to Detail: Strong attention to detail and accuracy in all tasks.
• Communication: Excellent verbal and written communication skills, with a professional demeanour.
• Discretion & Confidentiality: Trustworthy, with the ability to handle sensitive information discreetly.
• Proficiency: Strong knowledge of MS Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools. Familiarity with scheduling software and travel booking systems is a plus.
