Executive Assistant 12 Month FTC

About WPP Media

WPP is the creative transformation company. We use the power of creativity to build better futures for our people, planet, clients and communities. For more information, visit wpp.com.

WPP Media is WPP’s global media collective. In a world where media is everywhere and in everything, we bring the best platform, people, and partners together to create limitless opportunities for growth. For more information, visit wppmedia.com

Role Summary and Impact

This role serves as Executive Assistant; you will be part of a fantastic team of 7 very efficient and skilled EA’s and PA’s and become a crucial part of the agency.

The EA role is one designed to provide the Senior management with the required level of proactive and consistent support and assistance. The EA should always be one step ahead, pre-empting situations before they arise.

Responsibilities

• Extensive diary management


• Arranging both internal/external meetings and ensuring correct meeting resources are


• prepared; catering, IT / audio equipment, room layout, etc


• Inbox management - flagging relevant information/deadlines & arranging meetings that come through the Exec’s inbox


• Ensuring agendas and any documentation required for, or in advance of the meeting are provided


• Gatekeeper – act as first point of contact


• Global travel booking adhering to both internal and client approval processes & proactively coordinate visa applications and passport renewals


• Appropriately meeting and greeting visitors including clients, media owners and other business partners


• Ad hoc coordination of initiatives eg Team Away Days / Off-site meetings


• Ad hoc sourcing of external venues


• Submitting/approving expenses and timesheets on their behalf


• Managing any IT issues on Exec’s behalf


• Assist with PowerPoint decks, document editing/creation


• Managing New Starter Induction/Leaver process

Skills and Experience

At WPP Media, we believe in the power of our culture and our people. It’s what elevates us to deliver exceptional experiences for both our clients and each other. In this role it will be critical to embrace WPP & WPP Media’s shared core values:

• Be Extraordinary by Leading Collectively to Inspire transformational Creativity.


• Create an Open environment by Balancing People and Client Experiences by Cultivating Trust.


• Lead Optimistically by Championing Growth and Development to Mobilize the Enterprise.

We’re looking for a highly capable, confident and motivated individual with strong attention to detail and the ability to manage multiple priorities in a fast-paced environment with exceptional communication skills. This role is a fantastic opportunity to make a real impact professionally, working very closely with the most senior leaders at Mindshare WW.

Essential Criteria

• Previous experience working as a PA to Senior Partners


• Proficient in Microsoft Office: Outlook/Word/PowerPoint/Excel/Teams


• Very strong interpersonal skills and the ability to build relationships with stakeholders, including Global


• Leadership, assistant counterparts, external individuals and clients.


• Can confidently manage a very demanding diary across multiple time zones


• Experience with booking complex global travel


• Great attention to detail, accuracy and consistency


• Can display emotional maturity, confidentiality, tact and discretion


• Focused and calm under pressure


• Confident and able to work on own initiative and with limited supervision


• Flexible in approach due to the nature of the business; time zones, client projects, etc.


• Desirable Criteria


• Previous experience working in a similar fast paced environment


• Previous experience working in the Media industry

Life at WPP Media & Benefits

Our passion for shaping the next era of media includes investing in our employees to help them do their best work, and we’re just as committed to employee growth as we are to responsible media investment. WPP Media employees can tap into the global WPP Media & WPP networks to pursue their passions, grow their networks, and learn at the cutting edge of marketing and advertising. We have a variety of employee resource groups and host frequent in-office events showcasing team wins, sharing thought leadership, and celebrating holidays and milestone events. Our benefits include competitive medical, group retirement plans, vision, and dental insurance, significant paid time off, preferential partner discounts, and employee mental health awareness days.  

WPP Media is an equal opportunity employer and considers applicants for all positions without discrimination or regard to particular characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.

We believe the best work happens when we're together, fostering creativity, collaboration, and connection. That's why we’ve adopted a hybrid approach, with teams in the office around four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.

Please note this is a UK based role and requires individuals to have the right to work in this location

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