Pa team assistant

Job Description PA Team Assistant Reporting of the Role This role reports to Director, Marketing Operations Planning Overview of job We are in search of a highly organised, dynamic and supportive assistant, primarily to support the ‘Managing Director, Marketing’, as well as the marketing department. An operationally critical role, managing and understanding the day to day needs of the Managing Director, providing full administrative and organisational support to enable them to carry out their roles effectively and efficiently. You’ll also be responsible for providing ad-hoc support on tasks such as presentations, events, travel and company initiatives e.g. briefing sessions, colleague gatherings/social events etc. A trustworthy, confidential, and loyal approach are all essential attributes to succeed in this role. You’ll need to provide professional support, ensuring the time of everyone, including your own, is efficiently and effectively utilised. 3 best things about the job A central administrative pillar to a large, creative and dynamic team! Interaction with all business components of Global – from programming, P C and tech to facilities, finance and broadcasting etc. Fast moving A-list entertainment working environment Measures of success – In the first few months, you would have: Built a strong and positive relationship with the Managing Director, your line manager and leadership team. Got to grips with systems, diary management and the Global way of working Developed strong relationships with PAs and become a valuable member of the wider Executive Support team. Successfully adapt your style to your diverse team members/internal colleagues. Formed a good understanding of the business to ensure you can support the Managing Director and the team effectively. Responsibilities of the role Deliver extensive and detailed diary management, using insight, relationships and decision-making skills for rescheduling. Organise and support internal and external meetings in terms of set up/refreshments: booking meeting rooms, AV equipment and support; make appropriate arrangements for visitors, giving them the best experience. Plan and project manage delivery of tasks and projects whilst adhering to strict deadlines. Own and deliver all administration required, including typing correspondence / minutes, advising telephone calls, preparing documents, agendas, briefing notes for meetings, maintaining and managing a bring forward system, drafting documents for proof reading – all to the highest of standards. Efficiently arrange detailed travel plans, itineraries, and agendas, accommodation, and entertainment for the senior team’s meetings and trips. Effectively manage entire expense claims and support with the Purchase Order process. Maintain good practice with integrity and diplomacy, especially in relation to HR and/or people matters. Actively maintain filing, databases, photocopying and stationery. Support team management e.g. ensuring holiday requests are reviewed and dealt with upon instruction, subsequently being entered into relevant diaries / calendars. Work with suppliers to arrange events, gifts, prizes. Act as an integral part of PA community especially for the organising of Company events. Ability to work flexibly across the whole department and the lead reporting lines may vary when the need arises. Interface with IT and facilities to ensure all team equipment is operational. What you will need The ideal candidate will be proactive and willing to develop and implement innovative solutions, capable of the following: Confidence in your skills and your ability to work with a variety of professional character and personality types is essential. Manage expectations – this means maintaining a positive approach with a firm, but fair attitude. Customer orientated – a proven ability at building and maintaining relationships both internally and externally. Demonstrate decision-making and prioritisation skills, with limited input and guidance. Experience in efficiently balancing multiple tasks. A commercial interest and desire to understand the workings of the Company. A good sense of document and presentation formatting and layout. Keep a cool and level head even when under pressure to deliver. A personable individual with a great sense of fun and humour! Handle private/sensitive information with integrity and absolute confidentiality. Excellent team player working with the other PAs and Directors in the business. Accuracy in numeracy, grammar, and sound attention to detail. Resilient and tenacious approach, able to manage and prioritise full workload plus demonstrating flexibility and working to close deadlines. Great administration skills including strong knowledge of Microsoft or Apple suite of products; track record of picking up new systems knowledge quickly; exceptional eye for detail; knows how to format and present documents/slides to a high quality level Everyone is welcome at Global Just like our media and entertainment platforms are for everyone, so are our workplaces. We know that we can’t possibly serve our diverse audiences without first nurturing and celebrating it in our people and that’s why we work hard to create an inclusive culture for everyone. We believe that different will set us apart, so no matter what you look like, where you come from or what your favourite radio station is, we want to hear from you. Although we cannot make guarantees, we welcome conversations about flexible working for all roles at Global