Personal Assistant

Admin, Support & Facilities London, England



Personal Assistant

Job title: PA

Group:   Mindshare Worldwide

Team:    Client Leadership - various


Company Overview:

Ours is the story of the eternal upstart and change is in our DNA. We were born with the ambition to change the world through media. Raised in Asia, we are now the world’s most geographically balanced global network spanning US, Latin America, Europe and Asia. Mindshare’s birth in 1997 shifted the focus from media as a pure commodity to media as a change agent.

Our ambition was to go beyond the traditional media descriptors of “Optimise, Capitalise, Maximise.” We will not be defined by the formulaic definitions of media. Mindshare’s story is about teamwork. It’s why we called ourselves Mindshare in the first place!

We were designed to be a global network, balanced in every region, with clients benefitting from both global and local insights. Today 75% of our business is global and our global network and integrated approach is our strength.

We are a global media agency network with billings in excess of US$31.4 billion (source: RECMA) and our network consists of more than 7,000 employees, in 116 offices across 86 countries. Mindshare is part of GroupM, which oversees the media investment management sector for WPP, the world’s leading communications services group.

Job Description:

Mindshare is one of the leading media companies in the world, with 116 offices across 86 countries managing global media budgets. Part of GroupM (itself part of WPP) London is the centre of its global operations. You will be joining a team of 12 highly efficient and skilled PA’s working across Global Client teams based at our HQ near Tottenham Court Road.

Who you will assist:

This role serves as PA to a WPP Client Lead based at Mindshare WW and 2 Managing Partners as well as Team Administrator to their teams (approx. 20).

Key Responsibilities:

  • Give high level support to the WPP Team Lead
  • Pro-active/Extensive diary management
  • Liaise with Clients on behalf of WPP Lead/Partners
  • Co-ordination of complex travel, adhering to both the mindshare/client travel approval process
  • Visa applications and passport renewal
  • Arranging internal and external meetings/room bookings and in-house catering
  • Setting up conference calls over various time zones
  • Booking visitors on system/greeting guests
  • Ad Hoc inbox management
  • Maintaining contact databases 
  • Document editing/creation
  • Sourcing external venues
  • Processing expenses and timesheets
  • Taxi bookings

Key team assistant responsibilities:

  • Managing New starter/Leaver process
  • Worldwide travel booking, adhering to both the mindshare/client travel approval process
  • Visa applications and passport renewal
  • Tracking sick days and overseas visitors for team members
  • Ad hoc PA duties (binding, printing etc)
  • Liaising and working with IT/Facilities/Reception/Hospitality teams

Required Skills:

  • Previous experience working as a PA in a fast-paced environment essential
  • Experience booking complex international travel
  • Strong attention to detail, accuracy and consistency
  • Confidentiality, tact and discretion
  • Confident dealing with people at all levels 
  • Able to exercise good judgement
  • Remains calm and deliberate under conditions of pressure
  • Highly organised and thrives working in a busy environment
  • A quick learner who enjoys overcoming challenges
  • Great communicate skills, both oral and written
  • Proficient in Microsoft Office: Outlook/Word/PowerPoint/Excel
  • Strong team player, with collaborative working style 

GroupM is an equal opportunity employer. We view everyone as an individual and we understand that inclusion is more than just diversity – it’s about belonging. We celebrate the fact that everyone is unique and that’s what makes us so good at what we do. We pride ourselves on being a company that embraces difference and truly represents the global clients we work with.

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