Executive Assistant

Medialab Group

England

On-site

GBP 35,000 - 50,000

Full time

14 days+

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Benefits offered by this job

25 days holiday plus additional leave options

Hybrid working arrangements

Private medical insurance

Enhanced parental leave

Paid charity days

Job summary

A leading independent media agency in the UK is seeking an Executive Assistant to the CEO. In this pivotal role, you will provide high-quality executive support, manage complex calendars, prepare board meeting materials, and coordinate internal communications. Candidates must have significant experience supporting C-suite leaders, exceptional organizational skills, and a strong focus on detail. This is a full-time position with a commitment to fostering a people-first workplace culture.

Qualifications

Significant experience as an Executive Assistant, preferably in a media agency.
Proven ability to support C-suite leaders with discretion.
Excellent attention to detail and ability to manage high-priority tasks.

Responsibilities

Manage executive calendars and travel arrangements.
Prepare board packs and minutes for meetings.
Coordinate internal communications and agency events.

Skills

Executive support experience

Organisational skills

Strong communication

Event coordination

Proactive mindset

AI tools adoption

Tools

Microsoft 365

Google Workspace

Job description

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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 comes with 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), birthday & mental health day off, 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 unlimited free professional counselling.
Supporting Families – Enhanced parental leave, 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 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, growth and innovation across the business.

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

This role also supports shaping our internal culture by coordinating internal communications and key agency events that help foster a connected, informed and motivated 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-first 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 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 a 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-aligned 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.

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 judgment under pressure.
Exceptional organisational and prioritisation skills, able to manage multiple high-priority tasks calmly.
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.

Seniority level