Executive Assistant - 12 month FTC - Maternity Cover London, England

The Executive Assistant role is one designed to provide the department heads with the required level of proactive and consistent support and assistance. The Executive Assistant should always be one step ahead, pre-empting situations before they arise. We're looking for a highly capable, confident and motivated individual with strong attention to detail and the ability to manage multiple projects and priorities in a fast-paced environment with exceptional communication skills. This role is a fantastic opportunity to make a real impact both professionally and personally, working alongside the GroupM UK CEO Kate Rowlinson, a key figure in the media industry. Responsibilities

• Ensuring that the CEO has professional support in a timely, accurate and efficient manner, managing her e-mail inbox and responding where appropriate in her absence
• Act as the main point of contact for the CEO as a professional and approachable representative
• Proactive and consistent coordination of day-to-day meeting schedules, business travel etc including pulling together briefings for meetings where needed
• React quickly to unanticipated changes in priority and communicate with those affected in a timely manner
• Establish relationships and build rapport with internal and external stakeholders, maintaining a clear line of communication
• Coordination of initiatives e.g., Team Away Days / Company Meetings and working closely with the marketing department to organise town halls and CEO drop-ins
• Working closely with the Communications department to manage regular internal comms sent by the CEO, proof-reading and sending on her behalf
• Partnering with Facilities Management to ensure correct set up of meetings
• Carry out full administrative duties on behalf of the CEO including (but not limited to):
• Complex diary and inbox management.
• Arrange and schedule travel and accommodation requests
• Liaise with internal and external clients, suppliers and members of staff
• Build relationships with other assistants and key contacts across the GroupM network including agencies, Media partners and key clients
• Organise internal and external meetings, including meeting and greeting visitors
• Set meeting agendas, attend meetings with the CEO and action follow-up points when required
• Pull together all information and briefings necessary to the CEO to ensure she is fully equipped and well-resourced to attend meetings and manage commitments
• Intercept incoming calls, mail and visitors, determining their priority and re-directing them when appropriate
• Delegate and coordinate projects and tasks as requested by the CEO
• Provide ad-hoc support in other areas as and when needed
• Process expenses and complete timesheet data in Aura.
  
  Strong organisational skills that reflect ability to perform and prioritise multiple business tasks, projects and demands seamlessly with excellent attention to detail.
• Solid and demonstrable experience supporting the senior management team.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external individuals and clients.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Forward looking thinker who actively seeks opportunities and proposes solutions.
• To assist the CEO with PowerPoint decks.
• Expert level written and verbal communication skills.
• Emotional maturity with a good sense of humour.
• Highly resourceful team-player with the ability to also be extremely effective independently.
• Calm under pressure and proven ability to handle confidential information with discretion.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Superior skills in Microsoft Office (Outlook, Word, Excel, and Power Point) & Adobe Acrobat.
• Confidence and knowledge of tech such as MS Teams and Zoom, organising meetings and managing breakout rooms for large groups.
• Ability to juggle multiple priorities - a proven multitasker with the ability to plan ahead, anticipate and mitigate potential roadblocks
• The CEO has an extremely busy calendar, therefore you will be required to manage some personal endeavours as well as your business remits.
  
  GroupM is the leading global media investment management operation serving as the parent company to WPP media agencies including Mindshare, Wavemaker and EssenceMediaCom each global operations with leading market positions. GroupM's primary purpose is to maximize performance of WPP's media agencies by operating as leader and collaborator in trading, content creation, sports, digital, finance, proprietary tool development and other business-critical capabilities. GroupM's focus is to deliver unrivalled marketplace advantage to its clients, stakeholders and people. Discover more about GroupM at www.groupm.com.
The Role Objective