Senior Personal Assistant

The Company

Love & Work are our cornerstones. We believe they should be entwined with one another. To achieve this blend, we not only choose to work with clients who want to do things differently, but we build teams that are passionate about working on initiatives that they truly believe in.

Our employees are given the opportunity to develop industry firsts whether that be in the form of a documentary, an activation or the launch of a new concept or partnership. Our alumni have gone on to run their own top 150 agencies and to lead the communications and marketing for well-known global brands. Securing a role with us is a smart and strategic career move.

We look for problem solvers, for creative minds and for individuals who want to change society, influence culture, challenge conformity and push boundaries.

We know that without our employees, we wouldn’t be able to achieve what we do. As our many awards and certifications confirm, we are committed to offering an inclusive environment where individuals from all backgrounds are rewarded on merit, have the opportunity to experience integrated communications in its truest form and work on opportunities that due to our connectivity are unique to Freuds. Our culture ensures a sense of belonging for all and we thrive off our ability to support and utilise a diverse range of thoughts and perspectives.

Freuds Group is an Equal Opportunity employer committed to a diverse and representative team. Whatever your race, religion, origin, gender, sexual orientation, age, marital status, or disability – we want to hear from you.

The Team

Housed with Knowledge, the PA/EA pool is a team made up of 7 PAs and EAs, who between them support the C-Suite, Partners and Directors. As well as their individual assistant roles, they help with each other's holiday cover and ad-hoc office support. The team have a breadth of experience inside and outside of Freuds Group and comradery and care for one another is strong. The team has a can-do attitude and would welcome like-minded additions.

The Role

We are seeking a senior PA looking for their first EA role. The ideal candidate will be used to managing multiple personalities and juggling priorities. You will have excellent organizational and communication skills, have extensive diary management experience with strong re-prioritization ability. Managing multiple diaries, assisting in the creation and development of documentation as well as organising travel and appropriate visas, will all be part of your day-to-day role. In addition, being a person of integrity who can handle highly confidential and sensitive information with care is a crucial attribute.

Responsibilities:

Administration:

• Prepare written material, take meeting minutes, and proofread with excellent attention to detail and with no grammatical errors
• Be highly organized and proactive to ensure the smooth running of your responsibilities
• Complete diary management for all your Partner(s), ensuring no double-bookings occur and sufficient time is given to prepare and attend meetings
• Book and prepare internal meeting rooms where necessary
• Organize and manage international travel arrangements. Ensure all stages of the travel journey and documentation has been thought through and accounted for

Computer literacy:

• Excellent knowledge in Microsoft programmes (Outlook, Word, Excel, PowerPoint)
• Ideally understand Paprika and MS Teams
• Help prepare PowerPoint presentations as instructed by your Partner(s)
• Assist in letter writing and minute-taking where necessary
• Utilise Excel to put together reports and present ad-hoc results as requested

Communication:

• Develop a strong, trustful relationship with your Partner(s) so you work effectively together and become an intrinsic part of their teams
• Keeping the senior department heads up-to-date with meeting statuses.
• Confidence in managing strong characters and can cope under pressure.
• Re-prioritization skills is a constant requirement.
• Understand the role and the importance of how your work and reputation reflects on that of your Partner(s) and team
• Act as key point of contact for external clients across the sports and entertainment space and also with internal colleagues
• Be professional, polite, and helpful always

Problem solving and initiative:

• Solve any issues as and when they arise as quickly and effectively as possible, showing urgency to the situation where necessary
• Pre-empt potential problems or issues, preparing alternative solutions in advance
• Remain calm and handle issues/problems professionally and quickly
• Be prepared to work over and above the hours specified to ensure a problem has been resolved
• Respond to requests in a timely manner

Ad-hoc duties:

• Complete any ad-hoc tasks and projects were requested
• Be prepared to work above and beyond the duties outlined in this job description, showing commitment as an EA to your Partners(s) and the agency as a whole
• Help with diary cover during EA holiday and sickness when necessary
• Help cover main reception at lunchtimes if necessary. This may be to cover sickness, receptionist holiday or during any other times when the team need support
• Volunteer to work at film premieres

Personality characteristics and skills:

• Possess ability to prioritize tasks, identifying and completing urgent tasks first
• Be a calming influence under pressure and handle any issues with professionalism
• Be always flexible and adaptable, willing to take on any task as requested
• Possess excellent attention to detail and organizational skills
• Be a trusted support to your Partner(s) handling all confidential information with discretion
• Be an engaging and inspiring addition to the team
• Have strong multi-tasking skills
• Must be a positive and bright team player with initiative to help across all areas within the practice