Executive Assistant and Office Manager

Company

Place

London

Type

Hybrid

contract

Full time

salary

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company

Place

London

Type

Hybrid

Contract

Full time

salary

SHARE

PRINT

Wanted: An experienced Executive Assistant and Office Manager to provide 1:1 assistance to the Chief Executive Officer and to support the wider agency and office operation.

Who we are:

We’re an agency fit for the future.
Built in the digital age with agility at our core, our DNA is different from your ordinary media agency. Our people bring to life our values of challenging conventions, celebrating difference, collaboration and positivity.

A central pillar of creating an agency Fit For the Future is making decisions that benefit our people, our agency, our partners and our clients both today and tomorrow. In media terms this means total transparency, over-and-above data governance, ethical media practices and thinking both long and short.

In relation to our culture and our talent, Fit for the Future @ Hearts plays out in 3 ways:

1) Future proofing careers

2) Creating a Diverse and Inclusive Workforce

3) Embracing Sustainability

What you will be doing:

This role will be 50% Office Management and 50% Executive Assistant. Close working relationships with the SLT (senior leadership team) and People team are essential. The individual must be well organised and able to interact with agency staff, senior leadership, clients and media owners in a fast-paced environment, sometimes under pressure, but always remaining proactive, resourceful and efficient.

The right candidate will be proactive with a flexible and can-do approach. You will assist the CEO with ad hoc duties including but not limited to travel, transport and accommodation, lunch requirements, correspondence and phone calls, diary management, organising meetings, controlling access to the CEO whilst contributing to the overall company culture, making Hearts an even better place to work.

You will also support key individuals and working groups with administrative support e.g. Senior Leadership, People Team, New Business & Marketing, Hearts Culture Club etc.

This role will have a wider impact on the overall agency and office function. As we progress our in-person office operation, this role will manage the office environment for the benefit of all employees including but not limited to maintenance of the Hearts floor space including meeting rooms, liaising with building services, reporting repairs/faulty equipment, owning regular Office Ops updates and ensuring our office space and IT set up is fit for purpose.

What you can expect from us:

To be part of the family, not just a job or number
A voice, we listen, no matter who you are
Ability to push the boundaries of Office Management
Access to the industry’s biggest partners and tech
A diverse team of people

What we need from you:

Strong Previous experience as a PA/EA
Experience of working front of house
Excellent time management and organisational skills
Experienced in using Microsoft Office (Word, Outlook, PowerPoint, Excel)
Excellent communication skills, both verbal and written
Ability to think ahead and anticipate needs before they arise

Hearts & Science are a part of Omnicom Media Group UK. In OMG UK, we have an underlying belief that our agencies and specialist services should reflect the society in which we live in both our workforce and our work.

We want to welcome remarkable people from a broad range of backgrounds who bring their diverse attitudes, opinions and beliefs into a culture where you are treated with respect and can be comfortable at work just being you and bringing your whole self to work.

We believe that Inclusion and Diversity makes for a more stimulating and inspiring working environment, where people are treated with respect and can be comfortable being themselves. Embracing these different approaches and thinking helps deliver tangible and positive results for our clients’ businesses.

We are keen to encourage applicants from people from all walks of life and we want you to be at your best throughout the recruitment process, please discuss any specific adjustments with your Talent Acquisition team member or if you would prefer, please reach out to beyourbest@omnicommediagroup.com to just let us know (confidentially) how we can help you.

Responsibilities

This role will be 50% Office Management and 50% Executive Assistant. Close working relationships with the SLT (senior leadership team) and People team are essential. The individual must be well organised and able to interact with agency staff, senior leadership, clients and media owners in a fast-paced environment, sometimes under pressure, but always remaining proactive, resourceful and efficient.

The right candidate will be proactive with a flexible and can-do approach. You will assist the CEO with ad hoc duties including but not limited to travel, transport and accommodation, lunch requirements, correspondence and phone calls, diary management, organising meetings, controlling access to the CEO whilst contributing to the overall company culture, making Hearts an even better place to work.

You will also support key individuals and working groups with administrative support e.g. Senior Leadership, People Team, New Business & Marketing, Hearts Culture Club etc.

This role will have a wider impact on the overall agency and office function. As we progress our in-person office operation, this role will manage the office environment for the benefit of all employees including but not limited to maintenance of the Hearts floor space including meeting rooms, liaising with building services, reporting repairs/faulty equipment, owning regular Office Ops updates and ensuring our office space and IT set up is fit for purpose.

Requirements

What we need from you:

Strong Previous experience as a PA/EA
Experience of working front of house
Excellent time management and organisational skills
Experienced in using Microsoft Office (Word, Outlook, PowerPoint, Excel)
Excellent communication skills, both verbal and written
Ability to think ahead and anticipate needs before they arise

What we offer

What you can expect from us:

To be part of the family, not just a job or number
A voice, we listen, no matter who you are
Ability to push the boundaries of Office Management
Access to the industry’s biggest partners and tech
A diverse team of people

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