Executive Assistant

☞ The Ogilvy Group, LLC

View: 103

Update day: 11-06-2024

Location: London

Category: Administrative / Clerical / Assistant Marketing / PR

Industry: Media Communication

Job type: Permanent

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Job content

Introduction to Ogilvy:
Executive Assistant to:

  • CEO Public Relations & Influence, EMEA + Chief Communication Officer, EMEA
  • Head of Influence, UK & EMEA

This role is an EA role supporting the CEO at 75% / Head of Influence at 25%

Our CEO for PR&I for Ogilvy EMEA is also the Chief Communication Officer for the region. She has a very fast paced diary with many regular meetings and Exco’s. She travels extensively, often at short notice most frequently to Ireland, Spain, Italy, The Netherlands, Belgium, Germany, France, Switzerland, Middle East, Greece, Portugal, South Africa and rest of Africa and occasionally New York.

Our Head of Influence for UK & EMEA and is responsible for setting the strategic direction of the Ogilvy influence proposition that covers the full spectrum of influencer work, from celebrities all the way to micro influencers. Heads up a team of creative experts who are responsible for delivering best in class influencer marketing for our clients.

As an Ogilvy EA you are someone who has a breadth of experience supporting senior global leaders who travel frequently and who can hit the ground running and pivot in a heartbeat. You will be unphased by complex travel management and can produced heavily detailed travel itineraries and in market. You will have good EQ with the ability to pre-empt challenges and offer solutions in a calm and confident manner.
Your Role at Ogilvy:
In this role you will provide:

  • Exceptional Diary Management:
    • you are as proactive with diary management as you are reactive, instinctively knowing how to prioritise potential diary clashes.
    • You are the gatekeeper of your leader’s working week, and they rely on your time management skills, forward planning and relationships with their key stake holders, employees, clients, and other external partners to facilitate the best use of their time.
  • Meeting Management:
    • you will prepare your leader for meetings and calls with all the necessary information and pre-reading.
    • Collect action points from meetings/calls, follow up with counterparts, prepare action points and progress for next meeting - across internal business leads, market leads, clients, and others.
    • You will book meeting rooms, catering, AV assistance and equipment when required – now variable based on hybrid working. You are confident setting up international video calls with Zoom and Teams, often with many regional participants.
  • Travel Management:
    • you understand how to offer solutions to complex travel itineraries. You are confident at booking end-to-end travel, visas, accommodation and transport in market and providing heavily detailed travel agendas to ensure a seamless experience for your leader.
    • You will know your leader’s travel preferences and can take the reins when choosing hotels/restaurants and other requirements.
    • You understand that when your leader is travelling, you may be required to make last minute changes out of hours

  • Finance Management:
    • you have control over your leader’s Maconomy platform. You are expected to ensure daily tasks are completed.
    • You have good relationships with the Finance Leads and their PA/EA. You will be required to manage budgets for internal events such as Leadership Away Days, internal board meetings and ad hoc events
  • Transport & Couriers:
    • you will organise transport to and from external meetings and couriers to carry important or urgent correspondence and parcels
  • Tech Savvy:
    • expertise in Keynote, PowerPoint, Excel and are familiar with file & video sharing platforms are essential
    • Document management and file sharing – making sure that all documents are downloaded and saved on the team’s SharePoint site.
  • Provide holiday/absence cover:
    • When required for other EAs in the organisation.

**please be aware thata large part of Rahul’s role is dealing with celebrities, social media stars and confidential contracts sodiscretion in this role is paramount. It may be a requirement to sign an NDA upon acceptance of the role **
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Deadline: 26-07-2024

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