Executive Assistant

Housed within Knowledge thePA/EA pool is a Team, made up of 7 PA’s and EA’s, 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.

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.

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Administration:

·      Prepare written material, take meeting minutes, and proofread with excellent attention to detail and with no grammatical errors

·      Be highly organised 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

·      Organise 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 yourPartner(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 yourPartners(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

·      Possess ability to prioritize tasks, identifyingand completing urgent tasks first

·      Be a calming influence under pressure and handleany issues with professionalism

·      Be always flexible and adaptable, willing to takeon any task as requested 

·      Possess excellent attention to detail andorganizational skills

·      Be a trusted support to your Partner(s) handlingall confidential information with discretion

·      Be an engaging and inspiring addition to theteam 

·      Have strong multi-tasking skills

·      Must be a positive and bright team player withinitiative to help across all areas within the practice