Executive Assistant - job 1 of 2

At Saatchi & Saatchi we have a simple ambition to make the most influential creative ideas in Modern Britain.

Ideas that are influential in driving business growth, building meaning in consumers' lives, in our client’s organisations creating energy and in culture shaping change.

Our founding spirit of Nothing is Impossible is more important now than ever before. We see it as a simple mindset that allows us to do unbelievable things, driven by the power of creativity.

Our culture is one of chutzpah and openness; of audacity, optimism and inclusivity. Because if you are going to attempt impossible things you have to have the talent, energy and belief to achieve them.

BT and EE is a top 10 client for Publicis Groupe in the UK

We deliver advertising (via Saatchi and Saatchi), digital and customer communications (via Digitas), Retail and Instore (via Poke) content, social media and a wide variety of communications assets beyond this for BT and EE.

We are looking for and EA to support the Groupe Client lead and also the MD at Saatchi & Saatchi. 

We need a talented, proactive EA with strong people skills to help him engage clients, organise direct reports, and broader teams to deliver across multiple workstreams. It’s a fast paced, job, in a complex, large group doing exciting, creative work with talented decent people.

CHARACTER PROFILE

A strong, reliable and assertive person is required for this demanding role.

Flexible and approachable with a positive energy, the successful candidate requires a level of maturity and should be comfortable with senior management and client interaction.

A natural team player, but also equally adept to working alone, proactively and without close supervision or direction, all whilst maintaining a level of calm.

We are a small team of EAs who all support and cover each other. Whilst this is a full-on and demanding role it’s also a very fun and lively environment to work in – a good sense of humour is a must!

MAIN DUTIES

• Proactive diary management – being able to prioritise meetings, meet deadlines and manage ever changing schedules.
• Support on all internal and external meetings. To include preparation of all documents, presentations, meeting agendas where applicable.
• Book meeting rooms and be responsible for catering & arranging AV support.
• Unfazed when dealing with last minute diary changes throughout the day, over running meetings or travels problems such as cancelled flights.
• Ensure Simon is briefed daily for the day ahead and kept informed of any/all changes particularly during times of travel, back to back meetings, etc
• Screening his emails and responding/flagging where needed. It’s crucial the candidate is confident to act on the Simon’s behalf where appropriate.
• Build a network of effective and positive relationships with colleagues, clients and their PAs/EAs.
• Managing clients and outside vendors (head-hunters, consultants, etc.); filter out time-wasters/junk mail
• Responsible for general administrative duties including raising purchase orders, expenses, timesheets, courier and car bookings.
• Ad-hoc out of hours support.
• Ad-hoc personal tasks.
• Help to organise and facilitate team and Client away days, social events, Summer & Christmas parties.

You will also be responsible for providing diary and other support to the Managing Director of Saatchi and Saatchi. This includes liaising with Client side EA’s to co-ordinate diaries as well as internal EAs for C Suite members of Agency management.

• Proven and demonstrable experience operating as an EA to senior management in a busy, fast paced, high pressured environment
• Robust experience managing multiple and ever-changing diaries is key
• Highly resilient with a strong work ethic.
• Excellent verbal and written communication skills including maturity and confidence in dealing with senior stakeholders
• Proven ability to multi-task and prioritise
• Willingness to be adaptable and undertake a broad variety of tasks, we are ultimately a team and should work accordingly.
• Advanced MS Office and media options (including PowerPoint, Word, Excel, Outlook and Key Note) 
• Accurate typing of reports, emails, letters and all other correspondence
• Ability to help facilitate & resolve simple IT problems for Manager in a proactive and helpful manner. Co-ordination with IT Dept where needed.

Saatchi & Saatchi has fantastic benefits on offer to all of our employees. In addition to the classics, Pension, Life Assurance, Private Medical and Income Protection Plans we also offer;

• WORK YOUR WORLD opportunity to work anywhere in the world, where there is a Publicis office, for up to 6 weeks a year.
• REFLECTION DAYS - Two additional days of paid leave to step away from your usual day-to-day work and create time to focus on your well-being and self-care.
• HELP@HAND BENEFITS 24/7 helpline to support you on a personal and professional level. Access to remote GPs, mental health support and CBT. Wellbeing content and lifestyle coaching.
• FAMILY FRIENDLY POLICIES We provide 26 weeks of full pay for the following family milestones: Maternity. Adoption, Surrogacy and Shared Parental Leave.
• HYBRID WORKING, BANK HOLIDAY SWAP & BIRTHDAY DAY OFF You are entitled to an additional day off for your birthday.
• AGENCY DISCOUNTS, onsite gym, and discount in our onsite restaurant/bar, “The Pregnant Man”.

Diversity & Inclusion

Diversity and inclusion are a core part of our DNA at Saatchi. We’re committed to building an inclusive culture that encourages, celebrates, and supports our wonderfully diverse employee group irrelevant of their age, gender identity, race, sexual orientation, physical or mental ability or ethnicity. Diversity and inclusion fuel our creativity and innovation, it enables us to be closer to our people and audiences. We will continue to strive to create a culture and environment where everyone feels empowered and more importantly comfortable enough to bring their full, authentic selves to work.