London based office, 3/4 days in the office per week

Salary up to £60k

Responsibilities:

This is an EA/Office Co-ordinator blended role that includes fully supporting the CMO, CMO leadership team coordination and some aspects of office coordination of a small/busy office in Paddington. Functions include full EA functions, diary management, meeting support, team activity coordination, travel booking and organising events.

You will be responsible for organising and maintaining the Chief Marketing Officer (CMO)’s busy schedule and ensuring that you are their point of contact for when they are travelling as well as in the office. Providing all aspects of support to their daily, weekly, monthly and quarterly commitments including administrative co-ordination, project management and personal support, where required. The function of this role is to make the office CMO as effective as possible by creating time and enabling the CMO to focus.

Successfully accomplish objectives by anticipating requirements, supporting the appropriate scheduling and prioritisation of time, provision of necessary data and information, and generally assuming all logistical and administrative and communications necessary to allow the CMO to focus on strategic objectives.

The ideal candidate has the capacity to think strategically and is supremely organised, detail-oriented and polished. This role must anticipate the CMO’s needs while providing seamless, confidential, administrative co-ordination, project management and personal support.

As a gatekeeper and partner to the Office of the CMO, this role must be able to maintain the highest level of professionalism at all times and organise their workflow to ensure their priorities are supported appropriately. Communications must be precise, polished and diplomatic, and the selected candidate must be as capable of communicating as effectively with the board of directors, executive team, leadership team and with team members at all levels across all business teams and partners.

EA Role

• Responsible for detailed diary management; ensuring appropriate agenda / documents are prepared in advance of meetings and the CMO is briefed accordingly. You will be their point of contact for when they are travelling and in the office.
• Supporting the CMO
• Scheduling meetings, managing calendars
• Working closely with the network of EAs, as part of the team and support network.
• Domestic and international travel coordination for CMO and Snr team – a mixture of complex and simple
• Expense reporting
• Correspondence management where required
• Assisting the CMO and team on core document management, including presentations
• General administrative support to the CMO’s team
• Sourcing team-building activities, researching and managing offsite planning and social events
• Taking minutes of meetings and using our internal Confluence to document actions and help keep the CMO and snr team on track
• Collating presentations and preparing for review by CMO and Leadership
• Composing messaging (keynotes, internal / external communications, etc.) on behalf of the CMO

Office Co-ordinator Role

• Supporting office operations and procedures through liaison with the relevant functional teams
• Ordering office and kitchen supplies such as stationery, food and drinks amongst other items required for the office.
• Coordinating travel arrangements for relocations, new employees from abroad or visitors such as flights, accommodation, taxis, and authorisation letters while ensuring the company’s travel policy is applied
• Be first point of contact for visitors, to be greeted and assisted in a courteous and professional manner
• Thrive in making the office a pleasant and inspiring place to work including organising office functions and regular meet-ups
• Maintaining a safe and secure working environment
• Maintaining office security as per company policies; create and update employee and visitor access cards, maintenance of security alarms, card readers and security cameras
• Maintaining Health and Safety Records, policy and equipment i.e. First Aid Box / Fire Extinguishers
• Supporting the annual Office Risk Assessments (Fire Safety) and PAT (electric equipment)
• Act as a Fire Marshall and First Aider for the office

Requirements

• Relationship builder and understands high levels of confidentiality
• Strong verbal and written communication skills
• High attention to detail
• Significant experience and knowledge in a similar role or function assisting an Executive
• Ability to handle highly sensitive data and confidential information and maintain a high degree of confidentiality at all times
• Excellent organisational skills and strong multi-tasking abilities
• Ability to work in a fast-paced environment in an organised manner
• Excellent planning and organisational skills with strong attention to quality and detail
• Strong initiative and judgment skills with project management experience
• Confidence in liaising with internal and external contacts on behalf of the CMO
• Flexible working schedule
• Experience with MS Suite, Word, Excel, PowerPoint and Outlook is a must
• Excellent interpersonal skills, with the ability to work and communicate effectively with all levels of professionals both internally and externally
• Ability to learn quickly, work independently and in a team setting
• Ability to manage multiple projects at any one time without losing your cool
• Can deliver results within set deadlines
• Enthusiastic self-starter who is able to work with minimal direction

Benefits & Perks

• 25 days holiday allowance (excluding bank holidays);
• Hybrid Working: 3-4 days p/week in the London office
• Benefit Allowance
• Enhanced Pension Scheme
• Private Medical Insurance
• Healthcare Cash Plan
• Benefits Portal
• Life Assurance
• Income Protection
• Friendly office atmosphere and team spirit!