25 Oct
FutureBrand
London
Job Description
Executive Assistant (EA) – Maternity Cover
Hybrid: Full time with a minimum of 3 days in our Bishopsgate office, London
FutureBrand:
We’re FutureBrand, the flagship branding agency within the multi-award-winning global advertising agency network McCann Worldgroup.
24 years young with a head full of big brand experience and a gaze fixed firmly on the future, our work over the last two decades has changed the brand landscape today. What we do next will change tomorrow. We’re based in some of the most exciting and vibrant cities on the planet, balancing global scale with cultural connection. That means we’re on the doorstep of many of the world’s biggest brands,
and within reach of the very best talent around.
Together, we are a diverse brand, experience and design community who believe that brand is how a company’s people, products and services behave wherever and whenever they show up in the world. Our work focuses on measuring and maximizing brand behaviour by connecting corporate purpose with everyday lived experience.
It's through this work that we deliver our purpose: To transform the future of businesses by changing how their brands behave today. And because we believe strongly that the future our brands create must be a future for us all, our shared values - Progressive, Adaptable, Collaborative and Empowering - put difference and diversity at our core.
We're now looking for an Executive Assistant to join the team, supporting the London Leadership Team (LLT) on a maternity cover and reporting to the Managing Director. You’ll be providing a highly efficient, professional and confidential Executive Assistant service.
The role also includes office management duties; ensuring the FutureBrand London office space and operations run effectively and smoothly for all staff, clients, and visitors.
Key responsibilities:
As an Executive Assistant at FutureBrand you’ll be responsible for:
Executive Support to the LLT:
- Overall administrative support for the LLT
- Building strong relationships with internal and external colleagues
- Diary management for the LLT (4 diaries). Organising meetings, event attendance and diarising all commitments – ensuring that full details are managed end to end.
- Attend weekly team meetings and action any points that arise, following up with the Leadership Team to ensure they are completed
- Arrange meetings and remote calls, ensuring facilities and refreshments are appropriately arranged, team members are prepared / briefed.
Arrange lunch / dinner meetings and recommending venues as appropriate
- Liaise with other EA / PA / Managers within the network to relay information and arrange calls
- Business travel arrangements for the LLT (including flights, trains and cabs) and prepare itineraries
- Process all expense claims and timesheets for LLT and the office, ensuring accurate job numbers in SAP
- Typing up correspondence as required (emails, letters, presentations etc)
- Responsible for managing bi-weekly Spotlight meetings – find speakers, confirm all arrangements, book in diaries
- Holiday cover for EA to Global CEO / CSO / CGO
- Managing the quarterly Company Meeting – assisting MD with agenda, organisation of speaker slots, and collating slides
- Collate the European Monthly Call document,
liaising with the European CEOs, and collating all reports to one slide
Office Management:
- Line management of the Office and Marketing Coordinator
- Responsible for day-to-day operations and facilities of FutureBrand London
- Point of contact for all office / facilities related queries
- Anticipate upcoming needs and requirements for the office in terms of IT, facilities, equipment, logistics etc. Ensure any issues are escalated appropriately
- Help manage overall responsibility for the office environment day-to-day (e.g. general tidiness)
- Oversee stationary management and refreshments / snacks
- Arrange logistics regarding internal meeting requests (room booking, food / drink etc)
- Responsible for arranging London FutureBrand team events / annual Summer and Christmas parties,
working with Finance from a budget perspective
- Assist the Office Coordinator with arranging monthly Company Lunches
- Manage mobile phones for employees, updating as required
- Manage and submit office expenses
- Resolve any ad hoc office requirements
NB this is not an exhaustive list of duties and the job description may change from time to time subject to business needs.
Minimum requirements:
- Previous experience of providing EA support to senior management / leadership
- IT skills: typing speed, Word, Excel, PowerPoint, Outlook etc.
- Ability to juggle work and cope under pressure
- Ability to build effective working relationships with others within the Company and network
- Highly organized
- Able to exercise discretion and understand confidentiality
- Positive,
adaptable and proactive – solutions focused and flexible in attitude
- Excellent communication skills
- Ability to think and act independently, but know when to ‘check in’ and gain approval
Nice to haves:
- Experience of working in a media and / or creative environment
- Digital and social media understanding
- Interest in branding
Equal Opportunities:
We believe that ideas get better when they are inherently diverse and shared in highly inclusive ways and we want to hear from those who think differently from us. We truly believe in the strength of diversity and the richness it can bring. By bringing different people together great things happen.
FutureBrand is an equal opportunity employer (EEO).
We provide equal employment opportunities to all qualified applicants without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.
FutureBrand is a disability-confident committed employer and will guarantee an interview to any disabled candidate who meets the minimum criteria for the role. Exceptions may apply if due to the volume of applications, we are not able to interview all eligible candidates who qualify under the scheme. If you have a disability, we want everyone to feel at ease when going through our recruitment process. We are working to make our website and processes more accessible, if you encounter any issues and would like this information in an alternative format,
or if you need further support with your application, please contact us at [email protected] for any adjustments you may need to perform at your best.
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▶️ Executive Assistant (Maternity Cover)
🖊️ FutureBrand
📍 London