Executive Assistant

Company Description

As Leo Burnett himself once said: “At the end of the day, we’re just people talking to people.” At our agency, we never forget that on the other side of every screen, watching every ad or reading every tweet, are real people. We strive to create work that connects on a human level and resonates deeply with our audience. This approach has led to our impressive growth over the last three years, from 120 to over 200 employees, and winning prestigious clients like Disney+ and Morrisons. 

Job Description

We are looking for an experienced Executive Assistant (EA) to support two of our dynamic strategy business leads in a fast-paced, creative environment. You will be an expert at juggling multiple, ever-changing diaries and thrive in a role that requires calm, upbeat problem-solving. If you are personable, enthusiastic, and confident in your communication skills, both as a team player and when working independently, we would love to hear from you.

Key Responsibilities

Diary Management:

• Daily management of diaries for three business leads.
• Prioritizing and flexibly adjusting schedules as needed.
• Scheduling regular meetings with key clients and stakeholders accurately and timely.
• Maintaining close contact with leaders to ensure reschedules are communicated effectively.

Meeting Management:

• Organizing various sizes of meetings, from 1:1s to larger client workshops.
• Managing meeting logistics, including booking rooms, catering, AV support, and guest access.
• Proficiency with Teams, Zoom, and other virtual platforms.

Tech Savvy:

• Essential knowledge of Outlook, Gmail, PowerPoint, Keynote, and Excel.
• Familiarity with file and video sharing platforms like SharePoint, Google Meet, and WeTransfer.

Finance Management:

• Managing leaders’ expenses, timesheets, and POs using platforms like Altair, TeamSeer, and Concur.
• Overseeing budgets for team events and socials.

Email Management:

• Occasional email management without full access to leaders’ inboxes.

Travel Management:

• End-to-end booking of complex travel, accommodation, visas, and transport.
• Adhering to Publicis Groupe travel compliance and handling last-minute travel changes.

General Admin:

• Maintaining up-to-date contact lists, org charts, and other central documents.
• Organizing transport and couriers for important correspondence and parcels.

Events & Team Culture:

• Helping to organize events hosted by your leader and larger agency socials.
• Participating in our culture community, The Core, to assist with agency meetings, and events like Summer and Christmas parties.

Holiday/Absence Cover:

• Providing cover for other PAs and EAs during holidays or absences.

Qualifications

• People-centric with excellent relationship-building skills.
• High emotional intelligence and discretion.
• Able to relay accurate messages quickly and adapt communication styles to diverse audiences.
• Always communicates with a smile.
• Exceptional time-management and problem-solving skills.
• Quick learner who can take on new tasks with minimal supervision and maintain clarity under pressure.
• High standard of administrative work with excellent formatting and grammar.
• Attention to detail in all tasks, from presentations to scheduling.

Additional Information

If you are energized by a vibrant, diverse culture and ready to play a key part in our team, we want to hear from you! Apply now and join us in making work that everyone loves.

Diversity and inclusion are a core part of our DNA at Leo Burnett. We’re committed to building an inclusive culture that encourages, celebrates, and supports our wonderfully diverse employee group irrelevant of their age, gender identity, race, sexual orientation, physical or mental ability or ethnicity. Diversity and inclusion fuel our creativity and innovation, it enables us to be closer to our people and audiences. We will continue to strive to create a culture and environment where everyone feels empowered and more importantly comfortable enough to bring their full, authentic selves to work.

We are committed to providing reasonable adjustments for employees with disabilities and for candidates in our application process. If you need assistance or adjustment due to a disability, please contact us.