Executive Assistant Team Assistant

Bauer Media Outdoor; Greater London; Hybrid; GBP 30,000 - 34,000; Full time

Benefits offered by this job

8% Annual Bonus

Hybrid work arrangement

Healthcare plan

Pension scheme

Life Insurance

Job summary

Bauer Media Outdoor is seeking a proactive Team Assistant to support the EA team and collaborate with Board EAs and senior departments. This role involves coordinating meetings, travel, events, supplier administration, and HR-related tasks in a fast-paced environment.

You will work with Concur, D365, and the Microsoft Office suite, ensuring data accuracy and timely processing of expenses and invoices. Hybrid work setup with in-office presence in London.

Qualifications

• Experience in a Team Assistant or administration role.
• Excellent time management skills with the ability to prioritise and plan effectively.
• Proficiency in Microsoft Office including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Assisting the Board EAs as required and supporting the wider admin team.
• Assisting with the set-up of meetings – booking rooms, providing refreshments, collating relevant agenda/paperwork, greeting external guests.
• Assisting with hospitality and special events; including company and industry events, e.g. internal initiatives, Board meetings, client dinners, conferences, and awards ceremonies.
• Booking travel, hotels, restaurants, and related hospitality administration.
• Organising, researching, and booking venues for events.
• Organising Staff & Client Gifting.
• Coordinating payments and making sure invoices are paid on time.
• Raising and monitoring purchase order requests on D365 and acquiring the relevant authorisations.
• Administration of new supplier and compliance forms.
• Communicating with relevant teams to ensure necessary information is shared.
• Keeping data systems up to date as required.
• Supporting UK People Team with diary management of team meetings, events & travel
• Back up for People (HR) administration - this can include, but not limited to, new contracts, offer letters, employment changes, system data input (personal details, starters, leavers, and benefits)

Skills

Time management

Prioritisation

Team player

Resilience under pressure

Can-do attitude

Tools

Concur

D365

Microsoft Office

Job description

The salary is £30,000 per year with 8% Annual Bonus, we also require you to come into the office x3 times a week in Euston, London

Bauer Media Outdoor is one of the leading Out of Home media owners, with more than 33,000 advertising sites in our portfolio. Our talented team of over 600 people work in 14 locations across the country, creating and delivering some of the most memorable advertising campaigns in the UK.

At Bauer Media, we are committed to Creating the Future of Media. We’re at the forefront of the change in our industry, making innovative use of technology and realising the potential of Out of Home media.

About the role...

We are currently seeking a proactive and organised Team Assistant. In this role, you will provide essential support to our EA team, collaborating closely with Board EAs, Executive board members and various specialist departments such as: Commercial, Portfolio, Finance, HR, and Facilities. Additionally, you will engage with external clients and suppliers, ensuring seamless coordination of administrative tasks.

What you will be doing...

• Assisting the Board EAs as required and supporting the wider admin team
• Assisting with the set-up of meetings – booking rooms, providing refreshments, collating relevant agenda/paperwork, greeting external guests.
• Assisting with hospitality and special events; including company and industry events, e.g. internal initiatives, Board meetings, client dinners, conferences, and awards ceremonies.
• Booking travel, hotels, restaurants, and related hospitality administration.
• Organising, researching, and booking venues for events.
• Organising Staff & Client Gifting.
• Completing Directors’ monthly expenses on Concur.
• Coordinating payments and making sure invoices are paid on time.
• Raising and monitoring purchase order requests on D365 and acquiring the relevant authorisations.
• Administration of new supplier and compliance forms.
• Communicating with relevant teams to ensure necessary information is shared.
• Keeping data systems up to date as required.
• Supporting UK People Team with diary management of team meetings, events & travel
• Back up for People (HR) administration - this can include, but not limited to, new contracts, offer letters, employment changes, system data input (personal details, starters, leavers, and benefits)

What we're looking for?

• Experience in a Team Assistant or administration role
• Excellent time management skills with the ability to prioritise and plan effectively
• Ability to remain calm and work well under pressure in a fast-paced environment
• Reliable, confident with assertive personality & the team player spirit
• Have a can-do attitude and get stuck into anything that comes your way
• Proficiency in Microsoft Office including; Outlook, Word, Excel, and PowerPoint

What’s in it for you

• Salary of £30,000 per annum plus 8% Annual Bonus
• Flexible working (3 days in the office Tuesday to Thursday, working from home Monday and Friday) and a hybrid setup that gives the freedom to have your work -life balance
• Enjoy 25 paid holidays, including those well need bank holidays!
• Company Pension Scheme Contribution of up to 8%
• Stay healthy with our Healthcare Cash Plan
• Life Insurance and group income protection scheme
• Cycle to Work Scheme + Enjoy travel/season ticket loans and exclusive discounts with hundreds of retailers
• Make a difference with our charity volunteer days. It feels great to give back!

At Bauer Media Outdoor, we are committed to treating everyone with fairness and respect, regardless of their race, gender, age, ethnicity, background, sexual orientation, disability, or any other differences. We work hard to foster an inclusive environment, a place you can be yourself. We support reasonable adjustment requests from candidates and employees. If you're interested in joining us to shape the future of out-of-home media, we'd love to hear from you.

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