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Studentlanguagebureau
,
London, Greater London
EA to Global CEO and Global MD
Overview
Job Description
Overview of the candidate We're looking for Junior EA to help provide organisational and operational support to our Global CEO and Global MD. The ideal candidate will be someone who thrives working in a busy environment and is a natural problem solver, happy to juggle multiple tasks simultaneously in a fast-paced setting. The ideal candidate would have some PA/EA experience, ideally within a creative environment. This role is perfect for someone who enjoys building strong working relationships and wants to learn and get involved in agency culture. Key Qualities * Articulate, clear communicator, both verbally and in all written correspondence. * Excellent organizational and time management skills * Discretion when dealing with confidential matters. * Thrives working within a busy, fast paced, friendly and welcoming environment. * Able to work calmly under pressure responding promptly to changing daily schedules. * Ability to build relationships at all levels. * A proactive problem solver Key Tasks : Time management / meetings Co-ordination of all diary entries - meetings/calls/events/personal appointments, ensuring diaries aren't overloaded and headspace is reserved for CEO and MD each day, between meetings. Inputting of all meetings into CEO and MD's diaries using Outlook and re-confirmation of all arrangements, including restaurant bookings. Gatekeeper to the Global CEO. Consistent, detailed and efficient updating of all diary entries ensuring all clashes are dealt with and meetings are prioritised. Preparation for all meetings involving CEO and MD - PowerPoint presentations, agendas, minutes, travel, directions etc. Producing travel itineraries, booking accommodation, taxis, trains, flights, personal/wellbeing appointments (spa treatments). Booking meeting rooms and liaising with Eatrium manager on catering setup for all meetings. Ensuring IT setup in meeting rooms is functional prior to meetings Email and postal correspondence Monitoring CEO's emails and responding where necessary. Management of mailbox to ensure emails are appropriately dealt with (i.e. junk is deleted and non urgents are filed in a timely fashion). Flagging urgent emails requiring CEO's immediate attention. Drafting daily update email for CEO advising following day's schedule, meeting/call agendas and AOB. Messages and call screening Building relationships with clients and their assistants/PAs, to enable informed awareness of levels of importance/priority when dealing with contacts for diaries, calls and correspondence. Liaising with clients and contacts in CEO's and MD's absence, acting as the representative for calls/emails, accepting/redirecting calls and responding to emails where appropriate/necessary. Taking efficient messages, returning calls where necessary/appropriate. Credit card and expenses Use of CEO's personal credit card for miscellaneous expenses. Collating and submitting CEO's and MD's expenses. General * Point of contact for the general team/Group contacts when the CEO / MD are not contactable/not in the office. * Supporting CEO and MD with arranging line manager appraisals. * Keeping up with office supply inventory and ensuring the office is kept tidy. * Supporting Head of Client Services with producing presentation deck for monthly agency meeting. * Point of contact with Building Services team and IT team. * Cultural ambassador for the office- including organising company events, Friday drinks, Away Days and Summer/Christmas parties.