Executive Assistant

Agency:

PHd

Job Function:

Business Support

Job Subfunction:

Executive and Administration Support**

Job Description:**

** Role Summary **

This is an exciting opportunity to support members of our Board and Leadership Team, providing a wide range of executive and administrative support.

** As a pivotal member of the team, you will work closely with the Board and Senior Leadership Team and collaborate with our wider leadership colleagues. You will play a key role in ensuring the smooth running of day-to-day leadership priorities.

You will provide high-level administrative and organisational support, proactively managing priorities, anticipating needs, and ensuring everything runs efficiently.

Key Responsibilities **

This is a varied and fast-paced role where you will act as a trusted partner to senior leaders. Responsibilities will include, but are not limited to:

Senior diary management – Proactive management of diaries, coordinating meetings across multiple time zones with both internal and external stakeholders.

Complex travel management – Planning and coordinating domestic and international travel, including flights, accommodation.

Overseeing the office travel approval process - Ensuring compliance with internal procedures and facilitating final approval from OM leadership.

Meeting and presentation preparation – Supporting the preparation of leadership meetings by coordinating inputs from stakeholders, collating materials, and assisting in the creation and refinement of presentations and briefing documents.

Expenses and administration – Managing expense submissions and ensuring all administrative processes are completed accurately and in a timely manner.

Meeting logistics and coordination – Organising internal and external meetings, including booking meeting spaces, coordinating catering, and arranging any necessary technology or IT support.

Visitor experience – Acting as a key point of contact for visitors, including adjusting working days when required to align with key client meetings and leadership commitments.

Events and client entertainment – Supporting the planning and delivery of client and external events, ranging from small client dinners to large-scale industry events. Also helping to create a PHD Culture by helping with our internal agency events working alongside our social committee.

Office coordination – Providing occasional support with office-related needs such as ordering IT equipment or stationery.

Project and team support – Supporting wider team initiatives and projects when required, such as coordinating research reports or assisting with the planning and delivery of events. In these instances, you will work collaboratively with colleagues in a project coordination capacity.

** Skills & Experience **

•We are looking for a real team player who is positive, calm and has a passion for being that ‘I’ve got this’ person, you’re a champion at finding a solution.

•You juggle diaries in your sleep, and you have a natural ability to deliver to short lead times.

•We’re hoping you’re fine with managing multiple time zones, calendars don’t faze you and you know your EST from your GMT.

•Throwing together a dinner for 10 with 4 days' notice is a walk in the park.

** Experience we'd like to see **

•PA or Team Assistant experience in a fast-paced environment

•Extensive prior experience and at an advanced level in using Microsoft Word and Outlook and at an intermediate level using Excel and PowerPoint.  Previous experience in creating/designing decks and documentation for internal and external purposes

•Strong written and spoken English skills

•Prior Experience handling highly confidential information and documentation

** Flexible Working **

At Omnicom Media Group, we are committed to supporting flexibility for our people while fostering collaboration, innovation, and teamwork. We have a hybrid working model (three days in the office, two working remotely), to ensure that we meet the needs of both our people and our business, balancing the benefits of in-person connections with the flexibility of remote working.  Our standard working hours are 9:30 – 17:30, but we offer the ability to flex around core hours of 10:30 – 16:30 to give our people flexibility on how they manage their working day, whether that’s in the office or working remotely. For example, you could start work at 8:30 and finish at 16:30 or start at 10:30 and finish at 18:30.

We encourage open conversations between our people and managers to help navigate high-need periods and individual circumstances. Our goal is to create an environment where people feel genuinely supported to do their best - both in their careers and in their lives outside of work.

** Be your best **

We want everyone to make the most of the opportunity to shine and showcase your talents and we are happy to make adjustments in the recruitment process so you can be your best. Please discuss any specific requirements with your dedicated Talent Team member or if you would feel more comfortable, you can email us confidentially at  beyourbest@omnicommediagroup.com  to let us know how we can support you.

** DEI&B at OM **

At OMG, our vision is to be an agency where difference is valued and everyone is able to thrive in a culture of equality, inclusion and belonging. We are committed to providing a truly inclusive environment that reflects today’s society, where everyone is able to bring their true selves to work, and where diverse voices and backgrounds are valued, heard, and well-represented.

To the extent permissible by local law, Omnicom’s policy requires employees to work in the office for a minimum of three days a week, unless additional in-office days are directed by their agency or manager.

Omnicom is committed to hiring and developing exceptional talent. We agree that talent is uniquely distributed, and we’re focused on developing inclusive teams that can bring the best solutions to everything we do. We strongly believe that celebrating what makes us different makes us better together. Join us—we look forward to getting to know you. We will process your personal data in accordance with our Recruitment Privacy Notice.

Link to Recruitment Privacy Notice: https://www.omc.com/privacy-notice/