Executive Assistant

McCann Health London | An IPG Health Company; London; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading healthcare communications agency in London is seeking an experienced PA, Office Manager to support senior leadership for a 12-month contract. The successful candidate will manage diaries, arrange travel, and assist in day-to-day operations, ensuring a professional and organized office environment.

Benefits

Flexible Time off

Retail and Gym discounts

Life Assurance

Pension

Employee assistance programme

Mental health wellness programme

Access to Eye Care and Vaccine programmes

Qualifications

• Significant experience as a PA/EA supporting multiple directors.
• Advertising agency experience preferred.
• Advanced knowledge of Office 365 desirable.

Responsibilities

• Effective diary management and appointment booking.
• Booking travel arrangements and processing expenses.
• Managing telephone calls, emails, and correspondence.

Skills

Organizational skills

Communication skills

Problem-solving

Time management

Tools

Microsoft Office Suite

Job description

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Direct message the job poster from McCann Health London | An IPG Health Company

McCann Health London is one of the most awarded healthcare communications agencies. We are guided by our founding philosophy, Truth Well Told, and united by one vision: to help our clients’ brands and businesses play a meaningful role in people’s health.

We combine science, creativity and strategy to deliver best-in-class services to some of the world’s top, as well as emerging, health and wellness brands. We do this by challenging convention and bringing to life smart, creative ideas that push boundaries and leave the world a healthier place than we found it. McCann Health is proud to have been named Health Network of the Year three times in recent year.

McCann Health London is part of IPG Health, a truly global network with over 45 agencies and 6,000 employees across six continents.

McCann Health London are currently looking for an experienced PA, Office Manager to support senior leadership with day-to-day business management. This role is a 12 month FTC.

Day to day responsibilities:

• Effective diary management, booking appointments as required and handling requests for meetings.
• Booking meeting rooms and refreshments where needed and dealing with facilities for all meetings.
• Arranging bi-monthly Town Hall meetings.
• Booking travel arrangements including use of the company booking system, ensure all travel documentation, including visas where necessary, is available prior to travel and itineraries are up to date.
• Processing finance and credit card expenses ensuring they are uploaded to the relevant system in a timely manner with all relevant documentation.
• Dealing with incoming emails and post as required.
• Managing telephone calls, enquiries and requests, and handling them when appropriate.
• Drafting letters, meeting notes, presentations and other correspondence where needed.
• Provide a highly organised and professional service, ensuring that their organisational and administrative requirements are met in a timely manner.
• Deal with day-to-day enquiries.
• Some level of organisation for Global Leadership Team meetings when held in London.

Leadership Group:

• Arranging the monthly Leadership Group meetings including booking of meeting rooms and catering.
• Creation and distribution of meeting agendas.
• Attending the meetings, typing and distributing action points from the meeting.
• Maintain a high level of confidentiality when handling sensitive and confidential information.
• Dealing with occasional travel booking requests from the Leadership Group.

Office Manager:

Management and oversight of the office, to include:

• Liaising with the Facilities and IT teams where necessary.
• Health & Safety.
• Collecting post from the post room daily.
• Checking and ordering stationery, both general and branded.
• Ensuring workstations are set up for new joiners – desks, IT and phones.
• Managing workstation allocations and coordinating desk moves.
• Management of Agency IT and mobile phones, including ordering new equipment where required.

Required:

• Significant experience as a PA/EA supporting multiple directors across a range of PA duties.
• Experience providing support for Boards, including minute taking and report writing.
• Advertising agency experience or experience in a similar fast-paced environment.
• Advanced knowledge and experience of using Microsoft Office Suite (Office 365 knowledge desirable).
• Excellent PowerPoint skills and highly numerate.
• Experienced communicator, adept at being able to interact with people at all levels of an organisation.
• Highly organised and time management skills.
• High level of energy, able to multi-task on multiple projects at once.
• Proactive and problem solving thinker, able to resolve issues quickly and calmly.
• Process oriented, able to apply structure and process to activities.

You’ll be rewarded with:

• Flexible Time off – Uncapped paid time off
• Great training and development
• Retail and Gym discounts platform
• Life Assurance
• Pension
• Employee assistance programme
• Headspace and MYND UP a mental health wellness programme
• Access to Eye Care and Vaccine programmes
• Long Service Award
• Season Ticket Loan

If you feel the above speaks to your career ambitions, then get in touch.

Equity, Diversity, Inclusion, and You:

We believe that Equity, Diversity, Inclusion and You are fundamental to achieving our mission – to help our client’s brands and businesses play a meaningful role in people’s lives. We view diversity as a business imperative that, when incorporated into all agency practices, becomes a competitive advantage, driving growth and organizational sustainability. As we position ourselves for a future of increased competition and disruption, we’re accelerating beyond merely acknowledging differences.

Our philosophy is that consistent practices and deliberate actions that foster an inclusive culture, unleash the creative power of our talent and our work. We call this Conscious Inclusion.

Disability Confident:

As an employer committed to accessibility and disability inclusion, we strive to develop a diverse workforce that provides us with a wider range of skills and experience. We are continuously improving our recruitment process to support individuals with physical or learning disabilities. The goal is to improve accessibility across all aspects of IPG Health, home to McCann Health London and FCB Health Europe to hopefully encourage potential job applicants to join us.

If you have a disability, a learning difficulty such as dyslexia, a medical condition or an individual need – which you believe may affect your performance in selection, we’ll be happy to make adjustments to our processes to enable you to perform at your best.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative, Business Development, and Accounting/Auditing

• Industries

  Advertising Services, Marketing Services, and Pharmaceutical Manufacturing

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