Executive assistant (maternity cover - 12 month ftc)

12 month FTC to start on 29th April 2019

Position Purpose

The EA is integral to the smooth running of the executive office, acting as the first point of contact internally and externally. 

Duties and Responsibilities

Executive Administration

  • Acting as the first point of contact for Chairman & GCO/ECD, interacting with executive and senior management both internally and externally, maintaining close relationships with clients, partner agencies within the WPP network and all our studios worldwide
  • Extensive and complex diary management
  • Managing the smooth and efficient running of a busy diary across several different time zones, ensuring that he/she is on time and armed with the correct information in advance any meeting or call
  • Managing emails and responding where appropriate/directed and creating a daily reminder on actionable emails & tasks
  • Ensuring he/she is aware of client activity where relevant and keeping up to speed on upcoming workload commitments
  • Planning extensive international travel, including detailed itineraries and hotel specs
  • Managing all the correspondence and administration, including personal work as requested
  • Creating and producing presentations (PowerPoint skills are essential)
  • Preparing a daily list of follow up/action items
  • Managing expenses where necessary
  • Drafting communication and correspondence as and when required
  • Desk research as directed to support assignments and speaking engagements
  • Liaising closely with the other PAs in the group
  • Supporting communication and liaising with the global creative heads
  • Project Management: Annual Cannes Lions Festival Trip & our internal awards - ‘The Walter Awards’
  • Working alongside the London Studio department and supporting activities/initiatives where needed
  • Ensuring smooth and efficient communication with Senior Management and C-Suite
  • Ambassador for the office environment, maintaining high standards of presentation across meeting rooms and studio
  • Assisting with the management of Inside Landor’s post approvals
  • Gifting for studio anniversaries & notable birthdays, including birthday cards for Studio members
  • Co-ordinating with Landor Tech & Innovation global management (Landor Q)
  • Helping (and managing where relevant) internal global summits/conferences
  • Covering CEO’s EA when they are on holiday
  • Co-ordination and processing of Visas, and ensuring he/she has up to date travel documents
  • Assisting with the admin of reviews and holiday approval for his/her direct reports
  • Working closely with other London & global EAs/PAs to ensure a consistent line of communication
  • Supporting Design Director meetings for London ECD

Qualifications and Skills

Competencies for Success

  • Solid career history with an outstanding attention to detail and proven problem solving ability
  • Pro-active
  • Ability to prioritise in a constantly changing environment
  • Resilient and tenacious
  • Ability to build rapport for client facing activities
  • Ability to react quickly and efficiently to changing priorities
  • Ability to work fast and accurately under pressure and maintain a professional disposition at all times
  • Mature and effective communication skills both written and verbal
  • Willingness to take job ownership and to facilitate and see projects to completion with little direction and with flawless execution
  • Ability to maintain diplomacy and discretion at all times
  • Perseverance, patience and a sense of humour
  • An interest in the business evidenced by reading incoming material and thereby remaining informed as to the current issues
Required Experience
  • Extensive experience as a well-versed PA / EA
  • Previous experience as a senior PA or EA in a professional agency/creative environment
  • Must be IT literate
  • Demonstrate advanced skills in Outlook, Excel (printing spreadsheets), PowerPoint and Word
  • Superior experience planning complex travel itineraries
  • Must have previously worked across international time zones

Landor is an equal opportunities employer.

Apply now