Executive Assistant - 12 month FTC in London

Are you passionate about creating advertising that not only informs but also transforms lives within the healthcare sector? At Havas Lynx, a global advertising agency at the forefront of healthcare communications, we combine unmatched creativity, extensive expertise, and a deep understanding of the pharmaceutical and healthcare field. Our communications resonate deeply with audiences and adhere to the highest standards of healthcare advertising.

Committed to driving meaningful change—a change built on a foundation of rich experience, inspired by innovation, and confirmed through our proven track record—we work in close partnership with healthcare professionals, patients, carers, and leading pharmaceutical brands to navigate the complex challenges of today's healthcare landscape. Our approach blends strategic insights and deep scientific acumen with cutting-edge creativity and digital innovation, crafting campaigns and solutions that significantly improve people's lives.

We’re a team of over 400+ people in Manchester and London, with a history spanning over 35 years and an ever-evolving future. Please note that this role is based in London, and our current hybrid working arrangement requires office attendance on Mondays, Tuesdays, and Thursdays.

As an Executive Assistant, you will provide everyday support to the team across a wide variety of areas. You will be adaptable to the busy and changing priorities of the Leadership Team (LT) and Executive Leadership Team (ELT), as well as thinking ahead to pre-empt issues before they arise. You will offer support to internal teams and embody Havas Lynx ethos to deliver an excellent service to the team and clients.

What you can expect to be doing:

• Diary management for senior team and others as required.
• Proactively manage priorities and clashes, to include pitch planning and negotiation between other Havas agencies.
• Travel bookings: book train travel and UK hotels for the whole team and liaise effectively with the Travel team for overseas bookings.
• Drive efficiency and cost saving by pushing for early bookings.
• Event and meeting organisation: responsible for smooth running of all internal and external meetings (e.g., slides, room set up, checking VC/technology, ordering lunch).
• Prepare and attend meetings, capturing minutes and following up on decisions and actions.
• Expenses: monthly processing of personal payments and corporate cards for senior team (ELT, LT, Group Account Directors, Senior Account Directors, Account Directors).
• Work with the Facilities team to ensure the office is a presentable and welcoming environment, proactively flagging any issues with the workspace that could cause an issue for colleagues.
• Support with the completion of timesheets.
• Build strong, positive relationships and be a trusted point of contact for any queries, escalating where appropriate.
• Ensure the correct people participate in required conversations, striving to improve communication across the team.
• Understand Havas Lynx ethos and deliver a high standard of service to all stakeholders.
• Understand the company structure and build relationships with all employees, tailoring approach where appropriate.

This role could be a great fit for you if:

• You have 7+ years’ experience in an EA role ideally working in an agency environment.
• Knowledge of financial reports and ability to keep on top of expenses across a range of teams.
• Highly organised and able to effectively manage own diary, along with senior colleagues’ diaries.
• Ability to manage a number of stakeholder diaries including the CEO.
• Ideally, you have experience working with Generative AI tools and data, along with AI certifications from platforms such as Coursera, Section AI, or LinkedIn Learning.

What you can expect from us:

• A supportive and challenging environment in which you will have the opportunity to learn, grow, and make an impact that matters.
• Hybrid Working – 3 days in the office (flexible working options are available for in-office days).
• Starting holiday allowance of 28 days annual leave + Bank Holidays, with increasing allowance connected to length of service.
• Option to buy, carry or sell holidays.
• Early Friday finish throughout the year.
• Seasonal working hours.
• Enhanced family leave, pay and return to work benefit scheme.
• Extensive L&D support.
• Sabbatical opportunities.
• Season ticket interest free loans for travel.
• Cycle to work scheme.
• Life insurance (4x salary).
• Company pension scheme.
• Fully compensated company events.
• Volunteer days.
• Wellbeing programme including sports clubs, discounted gym memberships, free onsite flu vaccinations, extended lunch breaks on Wellness Wednesdays and much more.
• +Medicash healthcare benefit.
• 24/7 access to a free, confidential and independent Employee Assistance Programme.

Get in touch to find out how we can make an impact that matters together.

Contract Type: Temporary