Personal Assistant to Directors - Creative Agency (London Area)

Personal Assistant – (To Managing & Creative Directors of a Creative Advertising Agency)

London – Hybrid (1-2 days in office a week)

**Pink Giraffe are working in partnership with a superb creative/advertising agency please be aware we require previous PA experience in a busy creative, marketing or advertising agency to be considered for this role**

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:

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.

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 an EA/PA to the Directors or C-Suite of a busy and vibrant marketing, creative or advertising agency please apply today.