Junior-level Personal Assistant

Admin, Support & Facilities London, England


Position at Mindshare

Mindshare is a media agency. We exploit the space where data, content and technology collide to create memorable experiences for people and brands.

It’s a space that’s continuously evolving, driven by innovation in tech, the proliferation of big data and a collaborative creative culture.

The Role Objective

A dynamic and highly organised junior-level PA, working with a members of the Management Board team and members of the senior partners.

Supporting our Leadership team, your responsibilities will include:

  • Maintain and prioritise appointments schedules by planning and scheduling meetings, conferences and teleconferences.
  • Adapt quickly to changes in schedule, by responding to email enquiries.
  • Frequently liaising with high profile clients.
  • Welcome guests and customers by greeting them, in person or on the telephone.
  • Completing expenses.
  • Coordinating travel arrangements – domestic & international accommodation, taxis, fights, visas and details itineraries.
  • Organising and assisting key client/agency events

Larger team assistance includes but not exclusive to -

  • A selection of lighter admin duties including meeting arrangements, guest management and help with client events.

As a PA, you will also be required to cover absences and holidays of your peers.  The PA team help to drive the business by effective organisation of the management group schedules, social and networking events.   It is important to support each other to manage a complex workload.  Maintaining a close working relationship with your peers in this group is vital.

Essential Skills, Knowledge and Experience

Previous administrative support experience required

Essential Skills

  • Enthusiastic, efficient and versatile – a “going above and beyond” attitude.
  • Sociable, charming and confident self-starter with a keen eye for detail.
  • Dynamic, with a natural aptitude for managing multiple contacts and deadlines.
  • Thrive on problem solving and work well under pressure.
  • Employing a strong work ethic and the highest integrity at all times.
  • Empathetic and professional.
  • Demonstrate a passion for delighting clients.
  • Time sensitive
  • Confident, patient and assertive.

Desirable Skills

  • 12 months prior experience in an administrative role.
  • Team Coordination experience desirable but not essential.
  • Diary management preferred

To succeed here – a most complex and fluid environment - we believe that brands and businesses need to be Adaptive + Inventive. At Mindshare we strive to be both. By bringing together diverse talent, collaborating with innovative partners and merging different skills and perspectives, we have one ambition: to invent the future of media for our clients, helping them to build their future commercial and cultural success.


In return for your enthusiasm and curiosity about the future of media, we’ll provide you with the opportunity to work on simply the best client portfolio in media land. We’re also committed to providing a range of programmes designed to develop our people both personally and professionally.


Our spectacular office is located in Central St Giles in the heart of London, close to Soho, Covent Garden and Oxford Street. Our working space is not only gorgeous but especially designed to enable our flexible and collaborative way of working


In January 2012 Huddle was launched- an innovative future planning discussion collaborating across our global network. Find out more here: http://www.mindshare.co.uk/news/articles/huddle.aspx


It’s not all work here- Mindshare hold social events for everyone including festive and summer parties and monthly get-togethers. February 2012 saw Mindshare’s first subsidised ski-trip which, by all accounts, was a roaring success!


Mindshare is multiple award-winning: Cannes Gold Lions, IPA Effectiveness Awards; and our work for Nike, Volvo, One Water, Mazda, Kleenex and First Direct has won at the Revolution, New Media Age, MediaGuardian Innovation, Clear Channel Outdoor Planning, Marketing Week Engage and the A4U Affiliates Awards. 


Further information can be found on:

Website: http://www.mindshare.co.uk/

Twitter: https://twitter.com/#!/mindshare_uk

Linkedin: http://www.linkedin.com/company/mindshare