Executive Assistant

Admin, Support & Facilities London, England


Position at Mindshare

A group of people sitting on a benchDescription automatically generated with medium confidence


Role:Executive AssistantDepartment/Team: Operations

Role Objective

This role serves as Executive Assistant, you will be part of a fantastic team of 5 very efficient and skilled EA’s and PA’s and become a crucial part of the agency. The EA role is one designed to provide the MD & CFO with the required level of proactive and consistent support and assistance. The EA should always be one step ahead, pre-empting situations before they arise.



About the role


  • Extensive diary management
  • Arranging both internal/external meetings and ensuring correct meeting resources are prepared; catering, IT / audio equipment, room layout, etc
  • Inbox management - flagging relevant information/deadlines & arranging meetings that come through the Exec’s inbox
  • Ensuring agendas and any documentation required for, or in advance of the meeting are provided
  • Gatekeeper – act as first point of contact
  • Travel - proactively book flights, trains, taxi’s and coordinate visa applications and passport renewals.
  • Appropriately meeting and greeting visitors including clients, media owners and other business partners
  • Ad hoc coordination of initiatives eg Team Away Days / Off-site meetings
  • Ad hoc sourcing of external venues for off-site socials.
  • Submitting/approving expenses and timesheets on their behalf
  • Managing any IT issues on Exec’s behalf
  • Assist with PowerPoint decks, document editing/creation
  • Stepping in to cover EA to CEO/CPO & manage the PA team when EA is on annual leave.






About you


We are looking for a highly capable, confident, and motivated individual with strong attention to detail and the ability to manage multiple priorities in a fast-paced environment with exceptional communication skills. This role will be supporting the MD and CFO, so confidentiality is key as you will have access to sensitive documents. This role is a fantastic opportunity to make a real impact professionally, working very closely with the Leadership team at Mindshare UK.



What we can offer you

  • A strong salary commensurate and in-line with relevant experience
  • 25 days annual leave and your birthday day off
  • Ongoing internal and external training opportunities
  • Flexible working
  • The opportunity to attend industry conferences and awards nights
  • Career and personal progression
  • Private Healthcare
  • Excellent pension matching structure

About Mindshare


Mindshare is a leading global marketing and media services network with billings in excess of £23billion worldwide. We work with some of the most famous businesses and brands in the UK – such as Unilever, Ford, KFC, Nike, Marks & Spencer and TK Maxx. The Mindshare network consists of 116 offices across 86 countries throughout the USA, Latin America, Europe, Middle East, and Asia Pacific; each dedicated to forging competitive marketing advantage for businesses and their brands.


Our approach

Our ambition is to drive Good Growth for our clients.

Good Growth is about delivering growth that is enduring and is considerate of people and planet. Media is a powerful force, and we need to be mindful of the responsibility that it brings. We help our clients make better decisions by ensuring we use media in a trusted, inclusive and sustainable way. We recognise that in order to drive Good Growth, we need to place people at the heart of everything we do. Understanding people, not demographics allows us to place media meaningfully into their lives. 


Good Growth is a big ambition – one which inspires change for the industry but also for our agency and we achieve this through our values of Energy, Empathy and Impact. 


Working for Mindshare

Our brilliant people allow us to deliver our ambition. We invest heavily in their development to ensure they are progressing and thriving wherever they work in our business. We also think inspiration for our staff is key and our pinnacle and flagship event of the year, Huddle, connects people, opinions and perspectives across borders and is all about learning something new and participating.​

Committed to Diversity & Inclusion

We have a big dream at Mindshare, to become the most inclusive place to work in the country! This will take time but the whole agency is passionate about making it a reality. To support this, we currently have 8 Employee Resource Groups available for our people to join and be a part of including, Roots, PrideM, Women in Business, Enable, Declassify, 0Borders, ADAM and Working Parents. These groups hold the agency to account for making progress and, along with our Mental Health Allies, design and lead events and initiatives that help us create a welcoming environment to all and a place where everyone can be their most confident self.