Position Overview:
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to the CCRO (Chief Client Relations Officer) and Commercial Director, as well as coordinating activities and events for the wider teams. This role is ideal for a self-motivated individual with exceptional multitasking abilities and a commitment to delivering high-quality results.
Key Responsibilities:
• Extensive diary management for both executives demanding diaries, to ensure efficient time management and prioritization of key meetings and tasks, often at last minute
• Meet and greet all clients and external guests
• Ensure smooth running of all meetings by preparing meeting rooms in advance, ensuring necessary tech is in place and drinks are provided
• Organise and prepare regular team meetings, including setting agendas, taking minutes, and formalizing notes for board packs as required, whilst ensure timely follow-up on action items
• Represent Commercial Director and Chief Client Relations Officer where necessary, whilst acting as a intermediary between executives, direct reports and keys stakeholders
• Arrange all necessary business travel for both executives, including transportation, accommodation, visas and itineraries
• Oversee travel approval process for the wider teams, ensuring adherence to budgetary guidelines and keeping teams informed when members are out of the office
• Submit all business and personal expenses for both executives, ensuring internal deadlines are met
• Coordinate divisional events, including Away Days, team socials, and networking opportunities
• Support Commercial Director in leading group presence at key industry events as, such as Advertising Week, Festival of Marketing, The Podcast Show, Cannes Lions, etc.
• Ensure all central databases are kept up to date, including the Group website, organisational charts, client/manager lists, online subscriptions, distribution lists, etc
• Provide cover for other Executive Assistants and their respective Managing Directors during periods of absence, such as holiday or sick leave. Additionally, there is an expectation to support all EA’s during busy periods
• Additional ad-hoc duties include but are not limited to, sourcing lunches, coffees, gifts, and occasional personal support
Skills and Qualifications:
• Proven experience in an Executive Assistant or Team Coordinator role, preferably in a fast-paced, dynamic environment.
• Strong organisational and time-management skills with the ability to manage multiple priorities effectively
• Excellent verbal and written communication skills, including the ability to take detailed minutes and formalize documentation.
• Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to handle sensitive information with discretion and maintain confidentiality.
• A proactive and flexible approach to work, including willingness to take on ad-hoc personal and professional tasks.
• Experience in event planning and coordination is a plus.
Please email your CV and Cover Letter to Careers@ymugroup.com
