Executive Assistant - Mat Cover

Support & Admin London, England


TTE : UPDATE 2 /10/18


Job Description


TTE : UPDATE 2 /10/18


Job Title

Executive Assistant

Reporting To

Claudine Collins : Managing Director UK


Theobalds Road

Date Issued

October 2018

TTE : UPDATE 2 /10/18




We’re looking for a highly capable, confident and motivated individual with strong attention to detail and the ability to manage multiple projects and priorities in a fast-paced environment with exceptional communication skills. This role is a fantastic opportunity to make a real impact both professionally and personally, working alongside one of the most inspiring individuals in the media industry.





The EXCO team includes the Chief Executive Officer, Managing Director UK, Chief Operating Officer, Chief Financial Officer, Chief Commercial Strategy Officer, Chief Transformation Officer, 2x Joint Managing Directors, Chief HR & Talent Officer, Chief Digital and Data Officer.


They are supported by a team of Executive Assistants who serve as the primary point of contact on all matters pertaining to the EXCO.


The Executive Assistant must be creative and enjoy working within an innovative environment that is mission-driven, results-driven and community oriented.


The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, organisational skills and the ability to maintain a realistic balance among multiple priorities.


The Executive Assistant will have the ability to work independently on projects and events, from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Presentation and Design skills are essential in this role.



Responsibilities of the role:

  • Completes a broad variety of administrative tasks for the EXCO member including: managing extremely active calendars of appointments; completing expense reports; composing and preparing correspondence that is often confidential; arranging complex and detailed travel plans, itineraries and agendas as well as compiling documents for travel-related meetings.
  • Plans, coordinates and ensures schedules are followed and respected, creating win-win situations for direct access to their time and office.
  • Researches, prioritises and follows up on incoming issues and concerns addressed to the EXCO member, including those of a sensitive or confidential nature. Determines and/or proposes appropriate course of action or response.
  • Provides a bridge for smooth communication between the Senior Leadership team and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive team updated.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence and other tasks that facilitate the executives’ ability to effectively lead the company.
  • Prioritises conflicting needs; handles matters efficiently, proactively and follows-through on projects to successful completion, often with deadline pressures.
  • Provides support for pitches as required, creating and designing presentations in accordance with the company brand guidelines and liaising with the Marketing and New Business Team.
  • Works closely with the Senior Leadership team on board meetings, logistics and communications.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
  • Devising and assisting on corporate hospitality including liaising with events companies, managing invitations and guest lists, collating RSVP’s and ensuring the orchestration of the event flows from start to finish, in the run up to the occasion as well as on the day/night.


Desired Skills and Experience :

  • Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external individuals and clients.
  • Expert level written and verbal communication skills.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Emotional maturity with a good sense of humour.
  • Highly resourceful team-player with the ability to also be extremely effective independently.
  • Calm under pressure and proven ability to handle confidential information with discretion. Flexible and adaptable to various competing demands and be able to deliver the highest level of customer/client service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
  • Forward looking thinker who actively seeks opportunities and proposes solutions.
  • Solid and demonstrable experience supporting the senior management team.
  • Superior skills in Microsoft Office (Outlook, Word, Excel, and Power Point) & Adobe Acrobat.





GroupM is an equal opportunity employer. We view every individual as exactly that, individual. We hire despite peoples differences, not because of them. We understand that inclusion is more than just diversity. We celebrate the fact that everyone is unique. That’s what makes us so good at what we do. At GroupM we pride ourselves on being a company that can truly represent the global clients we work with.

If you need assistance or an accommodation due to a disability, you can email us via TalentTeam.UK@GroupM.com.