In a nutshell…

Whatever’s happening in a day, it’s up to you to make sure that the CEO has everything he needs for his day to run smoothly and brilliantly. You manage his diary, his admin, his relationships with our clients and his relationships with our people. You also help the CEO to juggle personal life with his busy work commitments. You’re always ready to jump on any problems and opportunities whenever they arise. You notice what’s going on around you and you always have one eye on the future. You are also responsible for the CCO, ensuring he has everything he needs. Anticipating scenarios, thinking about the questions inevitably to be asked. You are the CEO and CCO’s right-hand, forward planning, the one who makes the cogs turn without a jolt.

The role in a bit more detail:

Diary and meeting management

  • Proactively manage the CEO/CCO’s diaries, resolving diary conflicts to accommodate internal and client meetings, liaising with colleagues and clients to find the best solution
  • Prioritise meetings and reviews based on knowledge of our business needs and client demands and expectations, always providing helpful solutions and options
  • Responsible for being the first point of contact for the CEO/CCO, taking all telephone calls and directing them as appropriate
  • Arrange complex business travel and compile detailed itineraries
  • Input client charging information into our finance system under the correct job number

Admin and client work

  • Actively manage the action points from these meetings and ensure individuals follow up and meet all agreed deadlines
  • Process expenses and file weekly timesheets for the CEO/CCO
  • Organise and file paperwork, documents and computer-based information to ensure all valuable information is easily accessible
  • Provide administrative support as required including research and formatting proposals or presentations, as required

Entertainment and gifts

  • Arrange client entertainment and social activities as directed by the CEO/CCO
  • Organise collections and buy gifts and cards, and employees to celebrate all the important personal moments in life
  • Maintain details of the CEOs preferred restaurant and bar choices so that he takes guests to the best place for the occasion

Private PA work

  • Occasionally liaise with the CEO/CCO’s family members to arrange personal events and to ensure they are available for all the unmissable family occasions
  • Arrange personal travel for the CEO and his family, such as holidays, events and taxis
  • Manage the CEO/CCO’s personal admin

What we’re looking for:

Someone who will know what the CEO/CCO wants and needs before they do, who is proactive and gets to know our clients, our key contacts and all our projects inside out and back to front.

You’ll build relationships with the key people in their personal life and make it your business to know everything that’s going on inside the agency but know the importance of discretion when dealing with confidential and sensitive information.

You’ll keep the CEO/CCO in the know at all times meaning they are always aware of what’s going on with their diaries and within the agency, and you understand both business and personal priorities and the very fine line between the two.

Why you should come work and with us…

We’re passionate about making brands mean more and we do that by changing the way people feel about brands. We all have a vested interest in the business (we are an Employee Owned Trust so we all have a stake in our success) – we work hard and challenge ourselves to create the best work possible, but we look after each other along the way. There are lots of perks and we genuinely love what we do.

The nitty gritty

  • Experienced personal assistant familiar working in a fast-moving environment and happy to take on private personal assistant work
  • Experience in a creative agency would be a real advantage
  • Proven experience working with C-Suite levels
  • Proactive and forward thinking
  • Professional and responsible with great hospitality skills
  • Excellent written and verbal direct communication skills
  • Able to extract the right information from conversations
  • Firm and diplomatic with strong interpersonal skills and gravitas
  • A problem solver who proactively seeks solutions to any challenge
  • Confident and enthusiastic team player with a can-do attitude
  • Resilient, adaptable and cool under pressure
  • Able to maintain confidentiality and discretion at all times
  • Able to be flexible as and when this is required