Executive Assistant

MediaLab Group; City of Westminster; Hybrid; GBP 35,000 - 50,000; Full time

Job summary

A leading media agency in the UK is seeking an Executive Assistant to the CEO. This pivotal role involves managing the CEO's complex schedules, coordinating executive meetings, and driving internal communications to foster a collaborative culture. The ideal candidate must have significant experience supporting senior leadership, exceptional organizational skills, and be a clear communicator. This role promises to be impactful within a purpose-driven agency and offers opportunities for growth and development.

Benefits

25 days holiday plus Christmas closure

Flexible working arrangements

Private medical insurance

Gym discounts

Paid charity days

Qualifications

• Significant experience in a similar role, ideally within a marketing or media agency.
• Proven discretion and sound judgement under pressure.
• Exceptional organisational skills to manage multiple high-priority tasks.

Responsibilities

• Manage complex diaries and travel plans for the CEO.
• Prepare and circulate board packs and draft agendas.
• Coordinate Executive Team meetings and capture actions.

Skills

Significant experience as an executive Assistant or Senior PA

Experience supporting C-suite or Board-level leaders

Exceptional organisational and prioritisation skills

Clear, confident written and verbal communicator

High proficiency in Microsoft 365 and Google Workspace

Job description

JOIN OUR JOURNEY

Medialab is the UK’s leading independent media agency, and one of the fastest growing in the industry. We’re a media agency that’s made differently: purpose-led, data-driven, founder-run and proudly independent.

Our entrepreneurial spirit means success is rewarded and there are no limits to what you can achieve, which our employees agree with, evidenced by being a Campaign ‘Best Place to work’ for the last 5 years in a row, Campaign's Independent Agency of the Year 2024 and The Sunday Times Best Places to Work 2025. We are IPA Effectiveness accredited, an IPA People-First agency and widely awarded including a double-gold at the 2024 IPA Effectiveness Awards for our work with Laithwaites.

Our independence means we can focus 100% on doing the right thing to secure success for our clients and our brilliant people. We work with a wide variety of clients including Hovis, Sharps Bedrooms, SunLife, Standard Life, Laithwaites Wine, EMMA Mattresses, Save the Children, Mind, Guide Dogs, , Alzheimer’s Society, RNLI and Clearscore.

OUR VALUES

• Commit to Doing the Right Thing (Act with integrity and accountability)

• Help People Flourish (Invest in people)

• Dig Deeper to Understand Better (Data driven curiosity)

OUR COMMITMENT TO YOU

Working at Medialab comeswith lots of perks including all the usual things you would expect, such as a competitive salary package, pension, season ticket loans, cycle to work scheme, weekly social events and big summer / end of year parties.
On top of that, we offer extra benefits, which make life at Medialab even more rewarding:

• Time to Unwind – 25 days holiday (+ Christmas holiday closure), a day off for your birthday, holiday buying scheme, flexi-hours and work abroad scheme.

• Hybrid Working – Balance between home and office. We welcome requests for flexible working arrangements from the commencement of employment.

• Career Growth – A meritocratic approach to progression with quarterly reviews, CPD Platinum accredited training, mentoring and leadership support.

• Health & Wellbeing – Private medical insurance, health cash plan, gym discounts, wellbeing apps Mental Health First Aiders and free professional counselling.

• Supporting Families – Enhanced parental leave pay, flexible working and life assurance.

• Giving Back – Paid charity days and sustainability initiatives.

• Perks & Rewards – Retail discounts, long-service trips and an unforgettable team culture.

THE OPPORTUNITY

This is a pivotal, full-time role at the centre of Medialab's mission to be the UK's leading independent Media Agency. As an Executive Assistant to the CEO, and supporting the wider Executive Board, you will play a key role in enabling senior leadership to focus on driving impact and innovation across the business.

You will provide high-quality executive support while serving as the central coordination point for the leadership team. Through proactive diary and meeting management, communication and administrative oversight, you will help maintain the momentum needed to deliver against our strategic goals.

This role supports in shaping our internal culture by coordinating internal communications and key agency events that foster an informed and connected team. You will absorb a range of operational and communications tasks currently managed by the Chief of Staff, allowing them to focus more fully on strategic priorities.

A core expectation is that this role embodies an AI - first mindset, actively leveraging AI tools to enhance productivity, streamline workflows, prepare materials and optimise executive effectiveness.

This is an exciting opportunity for someone who thrives in a fast paced people environment and is looking to have a direct impact at the highest level of a purpose driven, values led agency.

KEY RESPONSIBILITIES

Executive & Board Support

• Proactively manage complex, fast changing diaries and travel plans for the CEO.

• Prepare and circulate board packs, draft agendas, take accurate minutes and ensure follow-up actions are tracked and delivered.

• Coordinate and attend Executive Team meetings, capturing actions and driving timely completion.

• Act as the first point of contact for the internal and external stakeholders engaging with the executive team, representing the agency with professionalism and discretion.

• Prepare correspondence, briefings, decks and reports to ensure the leadership team is fully prepared for meetings and external engagements.

• Provide executive support to additional Board members as required in collaboration with other administrative roles across the organisation.

• Act as the strategic partner to the CEO by protecting their time and priorities, anticipating needs through preparation and follow up, and building strong relationships across the agency to ensure clear communication and alignment with the leadership team.

Operational & Administrative Coordination

• Plan and manage logistics for leadership meetings, quarterly reviews and annual planning sessions, ensuring alignment with business priorities.

• Support the Chief of Staff by coordinating delegated tasks, maintaining organised leadership systems and workflows, and assisting small cross-functional projects through timeline coordination and action tracking (without taking full project ownership).

• Maintain efficient systems and tools for document sharing, information flow and meeting preparation across the executive team, ensuring information is current, accessible and well structured.

Internal Communications

• Lead on internal communications in collaboration with the CEO, shaping content, cadence and consistency.

• Partner with Marketing to ensure high quality, brand alignment delivery of internal messages.

• Coordinate regular all agency updates, newsletters and key announcements, helping maintain a transparent and connected culture.

• Work with senior leadership to ensure communication is timely, people-first and aligned with our strategic goals.

Event Management

• Coordinate key agency events such as the annual client Christmas party, all-agency offsites and leadership away-days.

• Lead planning, coordination and logistics for these events, including supplier management.

• Support executive-led client sessions and other high profile gatherings ensuring a smooth and professional experience.

General & Ad-Hoc Support

• Handle confidential information and sensitive correspondence with complete discretion.

• Conduct light, well defined research and compile background materials to support informed executive decision-making.

• Take on ad-hoc tasks and small delegated projects that help the agency run smoothly.

MUST HAVE SKILLS

• Significant experience as an executive Assistant or Senior PA, Ideally within a Marketing, Advertising, media agency or similar.

• Experience supporting C-suite or Board-level leaders, with proven discretion, resilience and sound judgement under pressure.

• Exceptional organisational and prioritisation skills, able to manage multiple high-priority tasks calmly, work with pace and simplify complex information.

• Clear, confident written and verbal communicator with excellent attention to detail and the ability to build strong, collaborative relationships across teams.

• Experience delivering end - to - end events, including supplier/vendor coordination, and supporting internal communications in partnership with comms/marketing teams.

• High proficiency in Microsoft 365 and Google Workspace, with a proactive AI-first mindset and strong willingness to adopt and champion new tools and technologies.

• Values-led, positive and solutions-focused, able to work independently while staying closely aligned with the CEO, Chief of Staff and wider leadership team.