Personal Assistant - Creative Agency

Personal Assistant – (To the Creative Agency Directors) A superb independent creative agency is looking for an experienced Personal Assistant & Office Manager to join their growing team. We are looking for a meticulously organised individual with strong previous experience working in a busy and vibrant marketing, creative or advertising agency. This role will focus on supporting our agency directors (Creative Director and Managing Director) alongside supporting the wider-agency team members, operations, HR, suppliers and general office related tasks. You will be focused on managing the directors' diaries from; the scheduling of internal and external meetings, booking advanced allocated time slots for the completion of tasks or workloads needed ahead of those meetings, agenda setting, and regular catch-ups to ensure that they are held accountable for the delivery of tasks/projects and prepared for any meetings well ahead of time. Responsibilities and duties This is a broad and diverse role, supporting the directors and wider-agency team to work well and more efficiently. Core aspects of the role include: 1) PA to the Creative Director (Primary Focus) * Managing the Creative Directors personal inbox, calendars and workload scheduling. * Coordinate and scheduling of internal and external meetings, appointments, and potential travel arrangements for client visits. * Preparing detailed meeting agendas for each calendar appointment including scheduling diary time for any actionable tasks/workloads that need completing ahead of those meetings. (To ensure nothing is missed) * Support with the preparation of documents, reports, and presentation materials as required. * Liaise with the Creative Directors’ direct reports to chase any actions, gather relevant updates, and ensure alignment on priorities so that the Creative Director is fully up-to-date. * Work closely with other internal teams such as the Client Services Department or Creative Department (Copy/Art Direction/Design) to identify any sign-offs, strategic input or tasks that require the input of the Creative Director, so that appropriate time can be scheduled into their diary. * Hold regular morning catch-up calls to ensure that the Creative Director is aware of the schedule ahead and work needing completing for that day, so that they are well-informed and organised at all times. 2) Office Management & Agency Operations * Coordinating the Managing Directors' diary to arrange internal and external meetings * Managing the hello/main agency email inbox and escalating as appropriate. * Managing external supplier relationships such; IT support, HR advisors, Recruitment Agencies and any relevant systems, licences or tools the wider agency may use or need access too (Charlie HR etc) * Supporting on the management of any interim or freelancers needed, including the management and booking of them, based on each departments' requirements for additional resource. * Support with HR and general people related tasks such as updating, such as uploading new employee onboarding documentation, performance reviews and other employee relation documentation to Charlie HR system * Tracking and monitoring any key training, certifications and legislation focused tasks, to ensure we are always up-to-date and affiliated, including that of the team's independent training and certification. (CPIP/PCMPA/Bcorp status etc) * Supporting with print production support and print supplier liaison * Purchase of general office equipment, stationary, refreshments and any booking requirements for any team events or agency socials. * Organisation of office space, storage of good, general management and any maintenance needed. * Managing key relationships with our office provider, cleaning provider etc * Proactive management and procurement of the team’s training and certification requirements * Track and make arrangements for the teams' work-anniversaries, birthdays and special occasions. * Check and plan proactively school holiday plans 6 weeks in advance to help with planning ahead and covering any capacity shortfalls. If you have strong experience as a PA to the Directors of a busy and vibrant marketing, creative or advertising agency please apply today