Personal Assistant and Office Manager

This critical role centres around enabling the Global CEO Sport to operate at their optimum. We see this as covering the following areas:

• Efficiency - maximising time by preparing all necessary aspects of client, internal and new business meetings.


• Preparation and Briefing - presenting accurate information as early as possible to ensure that they are always fully prepared and informed.


• Responsive Communications - ensuring they acknowledge and respond to all emails, calls and other forms of contact.


• Reliability - catch-up regularly and get meetings prepared in advance so they are neither waiting for others nor late to arrive.


• Life/work balance - awareness and support for broad range of personal commitments and assistance in planning around work/professional demands.


The role encompasses many responsibilities, driven by the priorities of the Global CEO but also that of an award winning busy Sport & Entertainment agency. Some of the key tasks you will undertake in this role include, but are not limited to:

Diary management

• Being the first point of contact for co-ordination of all diary entries - meetings/calls/events/ appointments, etc.


• Scheduling all meetings into diaries and re-confirming all arrangements, including restaurant bookings.


• Consistently, diligently, and efficiently updating all diary entries, minute-by-minute, throughout the working day.


• Pro-actively co-ordinating and preparing for all recurring meetings, e.g. monthly board meetings, and providing follow-up.


• Planning complex travel itineraries, booking accommodation, taxis, trains, and flights, etc.


• Preparing travel details and documents for all trips - UK and international.


• Preparing for all meetings & conferences - agendas, travel, directions etc.


• Meeting and greeting guests in the building and ensuring the meeting room is set-up and ready for all meetings. Likewise, testing remote meeting links and ensuring technical support is available.


Communications

• Being the first point of contact for the Global CEO, the team and very senior internal/external contacts.


• Monitoring inboxes to ensure all emails are dealt with, responding where necessary in a timely, efficient, and professional manner.


• Where appropriate, drafting emails to approve/complete/send at a more convenient time.


• Using absolute discretion when dealing with highly confidential and sensitive information.


• Building professional relationships to enable informed awareness of levels of importance/priority when dealing with contacts for diaries, calls and correspondence.


• Liaising with senior-level clients and contacts (and their assistants/'offices') in the Executives' absence, acting as their representative for all calls and visitors to the office, accepting/redirecting calls where necessary.


• Taking efficient messages, returning calls where necessary/appropriate.


• Ensuring all messages are responded to, being aware of client priority levels and sensitive to the CEOs' workloads.


Documents and Data

• Creating all documents as requested including letters, PowerPoint presentations, emails, etc.


• Using effective filing systems, efficiently store all documents and data as required.


• Providing administrative support for meetings e.g. proofing and supporting on documents and decks, binding, setting up meeting rooms, ordering catering etc.


Travel

• Assisting with travel arrangements - liaising with our nominated travel partner to get quotes for travel & accommodation; completing travel request form for the Finance Director's approval; booking and confirming logistics and ensuring schedules are maintained.


• Booking taxis and couriers via business account, using accurate information and noting the purpose of the booking to assist the finance team with their monthly reconciliation of invoices.


Admin

• Keeping the Global CEO up to date with travel plans.


• Regularly completing expenses into NetSuite.


• General room bookings for meetings.


• Any ad-hoc duties as required to ensure the Global CEOs' time is maximised.


• Troubleshooting quickly around straightforward issues with common sense., You'll be the point person for our M&C Saatchi Sport & Entertainment UK CEO, Managing Partners, our agency teams and visitors, as well as for Building Services, the People Team, IT, Travel team and Front of House.


• You'll set the tone for colleagues and visitors by helping build an engaging and efficient office vibe.


• You will be responsible for the organisation of the office layout, maintenance of the office and maintain supplies of stationery, equipment, soft drinks etc.


• Ensuring meeting room AV equipment is in working order, working with Building Services for necessary repairs, cleaning etc.


• You will be the main point of contact for all office management needs - working closely with Building Services and IT to ensure the agency needs are delivered on time and within budget.


• You will deal with suppliers on behalf of the agency, as well as undertaking research and procurement so an inquisitive and business-minded approach is essential.


• You will manage the finance behind estimating and raising PO's for 3^rd parties relating to office needs outside Building Services.


• You'll work with Building Services to assist with any office moves and re designs.


• You will demonstrate that you are commercially savvy and protective of the businesses interests with regards to purchasing activities.
  
  M&C Saatchi Sport & Entertainment are looking for a highly capable Personal Assistant and Office Manager to support our new Global CEO of Passions & PR along with Office Manager responsibilities.


This full-time role is based in our London office, Monday - Friday., With a background as a Personal Assistant to senior directors, you will understand the dynamics of working in a fast-paced environment, ensuring all tasks are delivered with speed and accuracy. You will be hands-on, dynamic and can work at pace whilst multitasking, always prioritising to optimise the time the senior directors have in the day.,
• Previous experience of working as a Personal Assistant to senior leaders and Office Manager


• Demonstrable experience managing complex diaries.


• Excellent interpersonal skills with a track record of engagement with a broad range of stakeholders across varying levels of seniority.


• Extensive knowledge of Microsoft Office software, including advanced experience using PowerPoint and Outlook, and intermediate using Word and Excel. PowerPoint is a very important element, and we are very precise about the look and feel of all materials that go out.


• A laser eye for detail.


• Experience dealing with tight deadlines and juggling multiple demands on your time whilst maintaining a high level of delivery.


You're good at:

• Getting things done and finding a way to deliver even if that means working things out on your own to do so. You're a self-starter capable of independently prioritizing and you have a solutions-oriented mindset.


• Adapting and are comfortable operating in a changing environment.


• Remaining calm under pressure and resiliently staying positive.


• All forms of communication, deploying your high emotional intelligence to balance different characters and demands.


• Engaging stakeholders with trust and warmth.


• Confidently representing the state of play.
  
  About M&C Saatchi Group


M&C Saatchi Group was founded in 1995 and is now the biggest Independent creative agency group in the World. Founded on one core principle, Brutal Simplicity.
Founded in 1995
Co-workers 2500+
M&C Saatchi Sport & Entertainment UK · Soho, London

For the right candidate, we will offer a competitive salary and benefits package which includes 27 days annual holiday, private healthcare, employer contributory pension, life assurance.

Our commitment to Diversity, Equity and Inclusion sees us offer inclusive bank holidays, learning opportunities around DE&I, targeted mentoring programmes and the opportunity to participate in active Employee Led Networks and associated events.

M&C Saatchi Group is an Equal Opportunity Employer which does not discriminate, celebrates diversity and bases all hiring and promotion decisions solely on talent and capability, without regard for any personal characteristics.

All employee information is kept confidential according to General Data Protection Regulation (GDPR).