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

Why Join FleishmanHillard?

We have been named PRWeek’s Global Agency of the Year and Best Places to Work; a “Standout Agency” on Advertising Age’s A-List; NAFE’s “Top 50 Companies for Executive Women” for six years running; and among our firm’s award-winning work we’ve taken home 5 Lions at the Cannes International Festival of Creativity in previous years.

We are committed to creating an inclusive and equitable working environment for everyone. As the only PR Agency awarded EY’s National Equality Standard (twice!), we believe diversity drives innovation. Whatever your background, you’ll find a welcoming, equitable environment here. If you need any adjustments during the recruitment process, just let us know.

Overview

The Executive Assistant to the CEO will play a crucial role in ensuring the efficient functioning of the executive office. In this role you will provide end-to-end support, acting as a representative of the senior leadership (ExCo) team, organising internal all agency events and general administration as required.

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

Primary Responsibilities Include

• 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.

About You

• 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!

If this sounds like you, we’d love to hear from you!

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Apologies in advance but due to the high volume of applications we receive we aren\’t always able to respond to every application individually.