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Executive Assistant to UK CEO (Freelance) - Award Winning Global Communications Agency

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FleishmanHillard

2mo ago

  • Job
    Full-time
    Mid & Senior Level
  • Customer Relations
    People, HR & Administration
  • London

AI generated summary

  • You need strong project management, EA experience, good business acumen, excellent communication, advanced Microsoft Office skills, attention to detail, and a sense of humor.
  • You will manage the CEO's diary, travel, and communications; prepare meetings and documents; coordinate events; handle expenses; and support special projects while maintaining confidentiality.

Requirements

  • Strong project management skills with previous experience across a multi-dimensional consultancy firm, covering numerous different geographies.
  • An experienced EA or business manager with a strong track record of supporting senior executives.
  • Good understanding of and interest in business with aptitude to get involved with wider projects outside of a typical EA scope.
  • Excellent interpersonal, communication and telephone skills.
  • Highly organised with advanced admin experience, skill and knowledge.
  • Advanced proficiency with Microsoft Office (PowerPoint, Excel, Outlook, Word).
  • Strong writing and proofreading skills.
  • Demonstrates ability to work independently, shows initiative and curiosity.
  • Demonstrates attention to detail and ensures accuracy.
  • Discreet, trusted to handle confidential and complex assignments.
  • Works at pace; flexible and reactive with excellent time management skills.
  • A sense of humour!

Responsibilities

  • Diary management: Efficiently manage and prioritise the CEO's diary, including but not limited to scheduling meetings, calls, all agency events and appointments.
  • Inbox management (tbc)
  • Travel arrangements: Arrange detailed travel itineraries, end to end for domestic and international trips and events, using our company travel agents.
  • Communication management: Act as a primary point of contact for internal and external stakeholders. Handle incoming emails, calls, and correspondence on behalf of the CEO, prioritising and responding as necessary.
  • Meeting preparation and coordination: Prepare and distribute meeting agendas, attend meetings, take and distribute minutes, and follow up on action items.
  • Document preparation: Draft, proofread, and format various documents, presentations, and reports.
  • Information management: Maintain organised filing systems, both physical and digital, to ensure easy access to important documents and information.
  • Relationship management: Interface with internal and external stakeholders, including clients, colleagues across the Omnicom network and senior FH colleagues, on behalf of the CEO. Work closely with colleagues across the network and the London Business Support team to enable successful, collaborative agency-wide events.
  • Confidentiality: Handle sensitive information and documents with the utmost discretion and confidentiality.
  • Event planning: Assist in the planning and coordination of company events such as Summer and Christmas parties, charity initiatives, Townhalls, client dinners, speaking engagements and regional meetings.
  • Expense management: Track and reconcile expenses, prepare expense reports, and ensure timely submission for reimbursement for yourself and CEO.
  • Manage budgets for agency-wide events and any other events on the CEO’s behalf.
  • Special projects: Support the CEO on ad-hoc projects and initiatives such as client dinners, onsite client panels and all agency charity volunteering days.
  • Business support: Provide ad hoc support and cover for the business support team in maintaining the smooth running of the London office. Provide onsite EA support when senior FH/OPRG colleagues are working from the London office.

FAQs

Is this position freelance or permanent?

The role is offered on an initial freelance basis but with the ambition to convert to a permanent position in the near future.

What are the primary responsibilities of the Executive Assistant to the CEO?

Primary responsibilities include diary management, travel arrangements, communication management, meeting preparation, document preparation, information management, relationship management, event planning, expense management, and providing support on special projects.

What qualifications are needed for this role?

Candidates should have strong project management skills, experience as an EA or business manager supporting senior executives, excellent communication skills, advanced proficiency with Microsoft Office, strong writing and proofreading skills, and a discreet nature to handle confidential matters.

Is there an emphasis on diversity and inclusion in the workplace?

Yes, the agency is committed to creating an inclusive and equitable working environment and has received awards for its efforts in diversity and inclusion.

What kind of events will the Executive Assistant help to plan?

The Executive Assistant will assist in planning and coordinating a variety of company events such as Summer and Christmas parties, charity initiatives, Townhalls, client dinners, speaking engagements, and regional meetings.

Will I be required to manage the CEO's inbox?

Inbox management is noted as to be confirmed (tbc); therefore, it's currently uncertain if this will be a direct responsibility.

What skills are essential for time management in this role?

The ideal candidate should have excellent time management skills, be flexible, reactive, highly organized, and demonstrate the ability to work at pace.

Is there a team that I will be working with closely?

Yes, the Executive Assistant will work closely with colleagues across the Omnicom network and the London Business Support team to enable successful, collaborative agency-wide events.

How does the company handle confidential information?

The role requires handling sensitive information and documents with the utmost discretion and confidentiality.

What is the process for applying for this role?

Interested candidates are encouraged to apply, and the company will treat all applicant data in strict confidence as outlined in their Data & Privacy policy. However, due to high application volume, individual responses may not be guaranteed.

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FleishmanHillard

https://careers-fleishmanhillard.icims.com/jobs/search

Marketing & Advertising
Industry
1001-5000
Employees

Mission & Purpose

Founded in 1946, we push ourselves and our clients to rise above the status quo. As the world’s top communications agency for global clients, we’re committed to doing what’s right and pursuing what matters. We’re on a mission to not only be the world’s most inclusive agency, but to make the world a more inclusive place. FH Perspectives guides DE&I at FleishmanHillard. It’s how we welcome and celebrate the unique experiences and skills each colleague brings to the table. FH4Inclusion, the community service branch of FH Perspectives, is how we spread our culture of inclusion, by donating our time and expertise to local organizations in the fight for social inclusion. We frequently earn 100+ accolades each year, including the coveted Cannes Lions and PRSA Silver Anvils. And we’re a workplace of choice, being named one of Seramount’s (previously NAFE’s) “Top Companies for Executive Women” for 12 years running and one of the Human Rights Campaign’s Best Places to Work for LGBTQ Equality for four consecutive years. FleishmanHillard is part of Omnicom Public Relations Group, and has 79 offices in more than 30 countries, plus affiliates in 45 countries.