Executive Assistant - Maternity contract

VCCP; Greater London; On-site; GBP 35,000 - 50,000; Full time

Benefits offered by this job

Equal opportunity employer

Inclusive culture

Job summary

VCCP, located in Greater London, is looking for an Executive Assistant to the CEO for a 12-month mat cover contract. The successful candidate will manage a complex schedule, organise travel, handle correspondence, and ensure smooth operations throughout the CEO's working day.

We seek a proactive individual with excellent communication skills and strong time management abilities. This role involves liaising with stakeholders and requires discretion while handling sensitive information.

Join us in a dynamic environment where collaboration drives success.

Qualifications

• Prioritises effectively and adapts quickly when priorities shift.
• Anticipates needs and takes action before problems arise.
• Maintains accuracy in scheduling and project coordination.
• Professional written and verbal communication with executives.
• Handles sensitive information with professionalism.
• Remains calm and effective under pressure.
• Finds practical solutions quickly in a dynamic environment.
• Builds positive relationships across teams.
• Comfortable using collaboration and communication tools.

Responsibilities

• Manage the CEO's diary and meetings effectively.
• Organise international travel arrangements.
• Monitor and respond to the CEO's inbox appropriately.
• Act as a gatekeeper while maintaining positive relationships.
• Draft communications for internal and client messaging.
• Manage social media accounts and client communications.
• Support client entertainment and event logistics.
• Book meeting rooms and prepare necessary materials.
• Collaborate with the legal team for document organisation.

Skills

Strong time management

Proactive mindset

Attention to detail

Excellent communication skills

Discretion and confidentiality

Adaptability and resilience

Problem-solving ability

Strong interpersonal skills

Technology proficiency

Job description

VCCP is the global challenger network for challenger brands. With more than 1,500 people across 13 offices in North America, EMEA and APAC, we challenge convention to deliver value for the world’s most ambitious organisations.

We believe transformation happens when everything works together. That’s why we bring specialists from every discipline - strategy, AI, data, media, digital, experience, branding, creativity, production, PR, CX, CRM, employee engagement and beyond - into one fully integrated network.

We were founded on the principles of simplicity, collaboration and un-preciousness, and we’ve grown by staying true to them. Today, our clients include some of the world’s most recognisable and progressive brands, such as Virgin Media O2, Barclays, Cadbury, Compare the Market, Domino’s, White Claw, easyJet, Primark and Co-op.

VCCP has topped the AAR’s annual new business ranking in 13 of the last 14 years and holds multiple Agency of the Year titles. Across every company and every capability, we share the same ambition: to challenge ourselves, challenge our clients and challenge the industry for the better.

The Role

Executive Assistant to CEO. 12 Month Mat Cover Contract

• Manage a complex and constantly evolving diary across multiple time zones, ensuring effective prioritisation of meetings, travel and business commitments.
• Ensuring the smooth running of the CEO's working day; ensuring no meetings clash, rooms are booked and full attendance from all meeting attendees.
• Organising international travel: flights, hotels and agendas for trips abroad.
• Read and monitor the CEO's inbox; clear unnecessary emails, action those that can be actioned, flag important ones and delete as appropriate.
• Responding to emails where appropriate, ensuring that the tone of voice is portrayed throughout.
• Act as a gatekeeper while maintaining positive relationships with key stakeholders.
• Working closely with the management teams across the various aspects of the role - global new business and marketing, VCCP Roar, VCCP Prague and VCCP Madrid.
• Drafting comms to send to global and local offices, as well as clients.
• Carefully managing all client communications.
• Manage social media accounts, plus proactively identify opportunities to build or strengthen relationships.
• Carefully managing any relevant external communications e.g. to journalists, pitch consultants, clients, broadcasters.
• Where applicable, build a rapport with those who are in regular contact with the CEO and act as the go-to person in the comms and new business team for any of their queries.
• Working closely with the New Business and Marketing team to ensure the smooth running of the department.
• Working closely with the account teams that the CEO leads.
• Assisting with Client Entertainment across VCCP Group - managing guest lists, dietaries and event logistics.
• Help prepare meetings: ensure rooms are booked and ready, any pre-reads are arranged, presentations / CVs are printed out in advance, make sure all those expected to attend do so and that the meeting starts on time.
• Working closely with VCCP’s legal team to ensure all legal documents for new business enquiries are organised on time.
• Prepare and edit correspondence, communications, presentations and other documents.

Assisting With Cultural/partnership Initiatives

• Manage expenses, invoices and budget tracking where required and ensure all are submitted and approved on time.
• Assistance with personal admin and errands.

Qualities We Look For In The Candidate

• Strong time management: Prioritises effectively and adapts quickly when priorities shift.
• Proactive mindset: Anticipates needs, identifies potential issues, and takes action before problems arise.
• Attention to detail: Maintains accuracy in scheduling, communications, documentation, and project coordination.
• Excellent communication skills: Professional written and verbal communication with executives, clients, and stakeholders at all levels.
• Discretion and confidentiality: Handles sensitive information with the highest level of professionalism and integrity.
• Adaptability and resilience: Remains calm and effective under pressure while managing competing demands.
• Problem-solving ability: Finds practical solutions quickly and independently in a dynamic environment.
• Strong interpersonal skills: Builds positive relationships and collaborates effectively across teams.
• Technology proficiency: Comfortable using calendar management, productivity, collaboration, and communication tools.

VCCP DE&I Statment

We believe that DE&I is about creating a strong culture of inclusion within our agency, where everyone can thrive and be their authentic self. VCCP is an equal opportunity employer and does not discriminate on the basis of gender, age, disability, religion, belief, sexual orientation, marital status, or ethnicity. If you require any adjustments during the application or interview process, please let us know via [e-mail].

Criminal Records Information

As part of our onboarding process, you will be required to complete a Criminal Records Declaration regarding any unspent convictions. For roles in finance, HR, Legal, IT or senior management, we may be required to verify your declaration with a basic DBS check, as well as an Adverse Finance and ID check.