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Personal Assistant

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Momentum Worldwide

6d ago

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • London

AI generated summary

  • You need admin experience, MS Office proficiency, strong communication skills, attention to detail, time management, problem-solving abilities, and the capacity to work both collaboratively and independently.
  • You will manage calendars, organize meetings, handle logistics, process expenses, coordinate travel, support events, maintain office order, and liaise with departments and visitors.

Requirements

  • Prior administrative experience in agency or fast paced environment preferred.
  • Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
  • Must be customer service oriented, dependable, self-motivated, enthusiastic, resourceful, and excited and motivated by working in a fast-paced, fun environment
  • Exceptional interpersonal and communication skills (verbal and written)
  • Demonstrates ability to effectively manage multiple tasks simultaneously with high attention to detail
  • Excellent time management and organisational skills
  • Ability to resolve problems quickly and address internal customers’ needs
  • Ability to work collaboratively and independently.

Responsibilities

  • PA to President, Europe and ECD UK
  • Handle confidential and non-routine information with a high level of discretion.
  • Organise and prepare for meetings, including gathering documents, attending to the logistics of meetings and taking notes and cascading.
  • Manage expense reports including creation and submission of expense reports in a timely manner.
  • Maintaining the President’s and ECD’s calendar, scheduling meetings, fielding e-mails and phone calls, handling meeting conflicts and prioritisation of issues.
  • Monitor a complex calendar, anticipate needs and work with other members of the Leadership to prep agenda items for bi-weekly leadership team meetings.
  • Navigating Agency’s resources: interfacing with various departments on behalf of the UK President and ECD to collect information, respond to requests, etc.
  • Support in organising business travel, including booking flights, hotels, car service, and supporting other meeting needs related to the trip.
  • Assist with prospecting, pitch, PR events being hosted inside the UK agency and across EMEA as required.
  • Organize high level office visits and meetings for prospects and VIPs.
  • Other duties and projects as requested or assigned.
  • Drive office culture with a creative, fun and inspiring approach to daily operations.
  • Keep all common office areas organised, clean and ready for employees to work.
  • Communicate with the 135 Building Operations team, IT, employees and vendors regarding facility-related asks and issues.
  • Serve as Momentum’s gatekeeper for office inquiries.
  • Accommodate visitor and employee requests such as conference room setup, printing meeting materials, setup of workshops, catering, etc.
  • Facilitate visitor access (request building badges, guest Wi-Fi, etc.)

FAQs

What is the job title for this position?

The job title is Personal Assistant.

Where is this position located?

This position is located in London and operates in a hybrid format.

What are the main responsibilities of the Personal Assistant?

The main responsibilities include supporting the President, Europe and Executive Creative Director (ECD) by managing calendars, organising meetings, handling confidential information, and assisting with business travel.

Is prior experience required for this role?

Yes, prior administrative experience in an agency or fast-paced environment is preferred.

What software skills are necessary for this position?

Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) is necessary for this position.

What are some key qualities we are looking for in a candidate?

We are looking for candidates who are customer service oriented, dependable, self-motivated, enthusiastic, resourceful, and able to manage multiple tasks with high attention to detail.

How important is confidentiality in this role?

A high level of integrity and discretion in handling confidential information is critical in this role.

Will the Personal Assistant be involved in office management?

Yes, the Personal Assistant will also provide organisational, facilities, and administrative support to ensure the smooth operation of the office.

How do we promote diversity in our hiring process?

We value diversity and uniqueness and recruit, hire, and promote without regard to race, gender, age, or other legally protected categories.

What should I do if I need assistance during the application process?

If you need an accommodation to participate in the application process, please contact us at JobAppAccommodation@ipgdxtra.com.

Momentum Worldwide

It's not what brands say, it's what they do that matters.

Marketing & Advertising
Industry
1001-5000
Employees

Mission & Purpose

People are no longer satisfied with simply "hearing"​ a brand's message. Now it's the actual experiences we have with a brand that define its relevance—emotionally, socially and when it's time to buy. That's why Momentum Worldwide helps brands imagine, create, curate and manage their Total Brand Experience. Our job is to create meaning and connections for our clients and their brands. And in today’s world, where people demand corporate transparency and increased sustainability, this approach-redefining all the ways people experience a brand in action-is more important than ever. We integrate sponsorship, shopper, design, technology, social, promotions, PR, digital, entertainment and more in a total brand experience for the modern consumer. Quite simply, our job is to help brands flourish – and we do this as one global agency (within the IPG family of agencies) with 30 offices on five continents and more than 1,300 amazingly talented people—all of us working together, eager to invent, challenge the norm and set the world on fire. To make that possible, we hire people who are ravenous for ingenuity and impatient with the status quo. The biggest asset we have is our talent, and we take that seriously. And it helps that our company works with some incredible brands such as American Express, Coca-Cola, Mondelez, Microsoft, Walmart and William Grant & Sons to name a few. Join us! You could be a member of a growing team of people who love to imagine, concept, create, sculpt, sing, emote and dream in the interests of our clients and communities. We think it’s a special kind of calling. You should answer.