Personal Assistant
London, England, United Kingdom
/ MOMENTUM WORLDWIDE
/ JOB TITLE: PERSONAL ASSISTANT
/ LOCATION: LONDON (HYBRID)
/ WHY YOU’LL LOVE THIS JOB
We believe that what a brand does is more important than what it says—we want you to help brands do amazing, unprecedented, wild things, creating experiences that people never forget.
/ HERE’S WHAT YOU’LL DO (RESPONSIBILITIES)
Momentum is looking for a Personal Assistant to support the President, Europe and UK Executive Creative Director (ECD), alongside operational needs for the business.
The individual in this role must understand business priorities, demonstrate the ability to proactively anticipate needs and drive improvements to build capacity for our key executives. This role requires attention to detail, great organisational skills, the ability to meet tight deadlines, juggle multiple requests and show flexibility to change direction at a moment’s notice. A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives inside and outside of the company is critical.
/ RESPONSIBILITIES
PA to President, Europe and ECD UK
• Handle confidential and non-routine information with a high level of discretion.
• Organise and prepare for meetings, including gathering documents, attending to the logistics of meetings and taking notes and cascading.
• Manage expense reports including creation and submission of expense reports in a timely manner.
• Maintaining the President’s and ECD’s calendar, scheduling meetings, fielding e-mails and phone calls, handling meeting conflicts and prioritisation of issues
• Monitor a complex calendar, anticipate needs and work with other members of the Leadership to prep agenda items for bi-weekly leadership team meetings.
• Navigating Agency’s resources: interfacing with various departments on behalf of the UK President and ECD to collect information, respond to requests, etc.
• Support in organising business travel, including booking flights, hotels, car service, and supporting other meeting needs related to the trip.
• Assist with prospecting, pitch, PR events being hosted inside the UK agency and across EMEA as required.
• Organize high level office visits and meetings for prospects and VIPs
• Other duties and projects as requested or assigned
Office Management
This role will also work with our 135 Business Operations team to provide organisational, facilities and administrative support in our office. Primary areas of responsibility will include managing the day-to-day operations of the office, providing excellent customer service to all visitors, clients, candidates and officemates. Responsibilities will include:
• Drive office culture with a creative, fun and inspiring approach to daily operations
• Keep all common office areas organised, clean and ready for employees to work
• Communicate with the 135 Building Operations team, IT, employees and vendors regarding facility-related asks and issues.
• Serve as Momentum’s gatekeeper for office inquiries.
• Accommodate visitor and employee requests such as conference room setup, printing meeting materials, setup of workshops, catering, etc.
• Facilitate visitor access (request building badges, guest Wi-Fi, etc.)
/ HERE’S WHAT WE’RE LOOKING FOR
• Prior administrative experience in agency or fast paced environment preferred.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
• Must be customer service oriented, dependable, self-motivated, enthusiastic, resourceful, and excited and motivated by working in a fast-paced, fun environment
• Exceptional interpersonal and communication skills (verbal and written)
• Demonstrates ability to effectively manage multiple tasks simultaneously with high attention to detail
• Excellent time management and organisational skills
• Ability to resolve problems quickly and address internal customers’ needs
• Ability to work collaboratively and independently.
At Momentum Worldwide, we value diversity and the uniqueness of all people. We thrive in an inclusive environment, and we recruit, hire and promote without regard to race, gender, age, colour, gender identity, gender expression, sexual orientation, ethnic or national origin, citizenship, religion, sexual preference, military or veteran status, marital status, family status, physical or mental disability – or any other legally protected categories as set forth in the applicable state, federal or local laws. This policy applies to all aspects of employment including training, compensation, benefits and all other privileges of employment.
We make our careers website accessible to any and all users. If you need an accommodation to participate in the application process, please contact us at JobAppAccommodation@ipgdxtra.com. This email address is not for general employment inquiries or vendors; rather it is strictly for applicants who require special assistance accessing our employment website. Due to volume, messages sent to this email address that are not related to an accommodation cannot be answered.
#LI-DM LI-HYBRID
JOB SCAM ALERT
We have recently become aware that individuals not associated with Momentum Worldwide have fraudulently used our name and likeness to solicit applications for fake jobs, to conduct fake job interviews and to make fake job offers. Any request to schedule an interview and any bona fide offer of employment will only come from an authorized representative of Momentum with an email address “@momentumww.com”. We will never require an applicant to provide credit card or banking information to cover any supposed advance costs.
If you have provided personal information in connection with a fake job offer or interview and you are concerned, we suggest that you take appropriate action.
Momentum takes these activities very seriously, and are taking appropriate steps to shut down this fraudulent activity.
We urge you to be careful when sharing your personal information and to be aware of scams involving fake job postings and job offers.