General information

Agency: Mediabrands

Job Function: Administration

Location: London, United Kingdom

Job Ref#: 8024

Description & Requirements

Position Summary

We are looking to appoint an experienced EA to provide efficient, high-quality administrative support to 3 C-suite executives within Mediabrands. This position particularly requires a superior level of tact, integrity, confidentiality, diplomacy and professionalism. You will be dealing with matters of a sensitive and confidential nature; this role demands strict confidentiality both internally and externally. 

Key Responsibilities

Complete management of all business dealings and diary/schedule, anticipating needs, prioritisation and preparation for meetings and key events, including organisation of internal and external meetings. This shall include liaising with other markets and offices across different time zones.
Book venues for business lunches, dinners and meetings, managing invites, proposals and meeting requests.
Proactively follow up with various members of staff on deadlines and actions taken from meetings.
Complete management of all business travel (including booking of all domestic and international flights, hotels, taxis and transfers).
Producing detailed itineraries for travel schedules, business meetings and engagements.  Arranging visas where needed / applications for passports & passport renewal.
Developing, managing and maintaining relationships with key agency personnel of all levels within the Mediabrands network and at times the IPG Group.
Provide support to other Executives in the wider business when needed.
Organising the various Financial meetings across the markets / region in line with the scheduling issued by Global Finance.

Desired Skills & Experience


Proven experience of supporting at Senior Executive or CEO level.
Advanced knowledge of Microsoft Office, particularly Power Point, Excel, Outlook and Word.
Tech savvy with the ability to navigate general IT setup etc.
Exceptional organisational skills and able to prioritise.
Requires good attention to detail and a proactive hands-on approach. 
Have excellent time management skills and very strong communication skills, both verbal and written. 
Experience with confidential matters.
Previous experience in a busy and high-pressured  administrative capacity.
Be able to demonstrate success of working to tight deadlines.
Excellent interpersonal skills and has lead and motivated teams in the past.
Have the flexibility to adapt to a changing business with a calm demeanor and able to react positively at all times. 
Be able to build and maintain good working relationships, internally and externally.
A positive and can-do attitude.
Excellent written communications.
Media, PR, Communication, Advertising experience a plus. 

About Us

IPG Mediabrands is the media and marketing solutions division of Interpublic Group (NYSE: IPG). Mediabrands manages approximately $40 billion in marketing investment globally on behalf of its clients and provides strategic services and solutions across its award-winning, full-service agency networks UM and Initiative and through its innovative marketing specialist companies Reprise, Magna, Orion, Rapport, Healix, Mediabrands Content Studio and the IPG Media Lab. Mediabrands clients include many of the world’s most recognizable and iconic brands from a broad portfolio of industry sectors. The company employs more than 13,000 marketing experts in more than 130 countries representing the full diversity of humanity. For more information, please visit our website: www.ipgmediabrands.com.