29 days ago
  • Level Mid Level
  • Professions Personal Assistant
  • Type Full Time
  • Location London, United Kingdom

Description

Introduction to Ogilvy
At Ogilvy we make brands matter. We make them matter for years, for quarters and for right now.
Some marketeers and commentators believe brands no longer matter in the era of more channel fragmentation, micro-targeting, technology, and perfect data. But we believe that brands have never mattered more as beacons of trust and identity for consumers.
We are a team of brilliant, creative problem-solvers who believe there's nothing we can't achieve together, for our clients and for each other.
Your Role at Ogilvy
The role is for an experienced, assertive and highly organised Personal Assistant. Reporting into and managing the diaries and work days for three senior business leaders, with international roles, clients and teams.
The ideal candidate must have a business manner and acumen that facilitates easy dealing with clients and colleagues from different nationalities and time zones. They will be an organisational force given the complex and intensive travel arrangements and be unfazed by addressing last minute situations and changes in plans.
As importantly, the person in this role will be the face of senior management team in diary and meeting management with top client counterparts and senior colleagues in other countries, therefore the successful candidate requires a level of maturity and comfort in senior management interaction.
Key Responsibilities:
  • Proactive, intuitive and exceptional diary management across multiple time zones
  • Deal with diary changes and matters arising during the working day, including over-running meetings or other challenges
  • Plan, arrange and coordinate meetings, including booking meeting rooms and venues (ordering catering or equipment as applicable)
  • Liaise with partner agencies, colleagues and even clients directly in some cases, to arrange/change meetings, agenda's, etc
  • Organise extensive, multiple travel itineraries, including international travel, transfers, accommodation and visas
  • Ensure all new joiners to the team have all IT and general needs (desk, locker, etc) in place ahead of start date
  • Build strong working relationships within the Unilever team and other departments
  • Arrange transport to and from external meetings and couriers to carry important or urgent correspondence and parcels
  • Process invoices, expenses and timesheets covering different countries and currencies
  • Assist with PowerPoint / Keynote presentations for meetings
Key Requirements:
  • Proven and demonstrable experience operating as a PA to senior management in a busy, fast paced, high pressured environment
  • Robust experience managing multiple and ever-changing diaries
  • Demonstrable experience managing domestic and international travel
  • Highly resilient with a demonstrable strong work ethic
  • Excellent verbal and written communication skills including maturity and comfort in dealing with senior stakeholders
  • Proven ability to multi-task and prioritise
  • Willingness to be adaptable and undertake a broad variety of tasks, ability to be flexible in working on different global time zones when required
  • Advanced MS Office and media options (including PowerPoint, Word, Excel, Outlook and Key Note)
Ogilvy Values
At the heart of everything we do are our core values, our DNA, those beliefs that make us part of Ogilvy.
We have a set of five values that we expect everybody in the agency to sign up to. It's not a set of rules, but it is a set of beliefs about how we go about our daily lives that we think helps set expectations of the kind of partners we look for.
Divine Discontent:
We are never satisfied
Relentless Curiosity:
Just try it
Adaptive Connection:
Everyone matters, embrace difference
Pervasive Creativity:
Put creativity first
Eternal Craft:
Care about every detail

Skills Required

  • Personal Assistant

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