Job Description

We are looking for an enthusiastic, personable, highly organized person to support our Regional CEO and our Managing Director. Their diaries are full and varied – from internal meetings with executives in our US offices to client meetings to virtual connection coffees with our new joiners - and we’re looking for someone who will work proactively to ensure their time runs smoothly, they have everything they need, acting as gate keepers to their time so they can focus on the important stuff.

The key responsibilities of this role will be:

Support with diaries and any type of meeting preparation or follow-up:

• Weekly meeting with each of them to help triage their diaries and plan the coming weeks & months
• Proactively helping to move meetings around when important meetings fly in last minute
• Coordinating meetings - with clients, other Omnicom agencies, internal business and suppliers
• Supporting with meeting prep – booking rooms (or Zoom calls/MS Teams call), setting up, prepping documents, materials and agendas.
• Preparing and circulating agendas and/or minutes for one-off and recurring meetings
• Collecting data for meetings, presentations from internal and external sources
• Taking notes/ minutes in key sessions
• Helping Leadership stay on top of whether actions agreed are followed up on

Other administrative support

• Desk research and proactive support on internal projects (past examples: research four companies that could help us with feedback training, profiling competitors, speaking to Team Directors to ensure everyone completes spreadsheets of client projections ahead of our yearly planning)
• Preparation of key reporting dashboards (for example across business financials / sales)
• Reconciling credit card statements and processing expenses where applicable
• Escalation of IT issues with our provider and approving Direct report absences and holidays
• Booking domestic and some international travel using Omnicom systems
• On occasion, monitoring email inboxes and sending out required communications

Support with employee events and employee engagement activities:

• Manage all coordination for Employee Wellness (Gift cards, flowers, New Parents Gifts etc.)
• Assist with organizing quarterly all-staff events
• Ad hoc support for other members of our Leadership team

Required Knowledge, Skills, and Abilities

We’re looking for a proactive, self-starting individual. Someone with a passion for helping an organisation and its people run smoothly. Someone who sweats the small stuff and will work well both under direction but also on their own initiative depending on what is required. The people you’d work most with have quite different working styles and the ability to adapt and meet the needs of both is important. You need to be super organized, detail orientated, flexible, able to multi-task, happy to take direction and get stuck in (which from time to time can include more mundane stuff like grabbing lunch – but hopefully not too often!). In this role you will be privy to sensitive and confidential information and therefore you must be professional, trustworthy, and able to maintain absolute confidentiality. Knowing your way around PowerPoint to help prepare key internal presentations (for example all staff meets on employee engagement results, end of year financials) would be a plus – although this is by no means an essential requirement for the role! Your attitude and mind-set are more important than previous experience – and if you can demonstrate the above, we would love to hear from you!