Personal Assistant

Momentum Worldwide; London; On-site; GBP 60,000 - 80,000

Job description

/ JOB TITLE: Assistant to President, Europe and ECD UK

/ LOCATION: London

/ WHY YOU’LL LOVE THIS JOB

We believe that what a brand does is more important than what it says—we want you to help brands do amazing, unprecedented, wild things, creating experiences that people never forget.

/ HERE’S WHAT YOU’LL DO

Momentum is looking for an Assistant to support the President, Europe and UK ECD, alongside operational needs for the business.

This role offers a unique opportunity to engage with senior leadership in both the UK and Spain, giving you hands-on exposure across all departments. You'll gain valuable insight into how the business operates while building a strong foundation for long-term growth and career development within the company.

The individual in this role must understand business priorities, demonstrate the ability to proactively anticipate needs and drive improvements to build capacity for our executives. This role requires attention to detail, great organisational skills, the ability to meet tight deadlines, juggle and prioritise multiple requests and show flexibility to change direction at a moment’s notice. A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives inside and outside of the company is critical.

The successful candidate will possess the skills to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations requiring a quick turnaround, the ability to take effective action without knowing the complete picture, and efficiently and proactively solve difficult or complex problems that affect people within the UK Leadership team. They will understand the importance of the little things and the big differences they make. They will be a key partner in driving of office culture, atmosphere and energy within our busy office.

Key Responsibilities:

1. Handle confidential and non-routine information with a high level of discretion.
2. Organise and prepare for meetings, including gathering documents and attending to logistics of meetings.
3. Manage expense reports including creation and submission of expense reports in a timely manner.
4. Maintain the President’s and ECD’s calendars, scheduling meetings and conference calls, fielding e-mails and phone calls, handling meeting conflicts and prioritisation issues.
5. Monitor complex calendars, anticipate meeting needs and prep the Leadership team for meetings.
6. Input timesheets into Fiori, Momentum’s timekeeping system, on a timely basis.
7. Navigate Agency’s resources: interfacing with various departments on behalf of the UK President and ECD to collect information, respond to requests, etc.
8. Support in organising business travel, including booking flights, hotels, car service, and supporting other meeting needs related to trips.
9. Provide proactive management of Momentum UK, ensuring that the office environments are maintained to a very high standard.
10. Assist with prospecting, pitch, PR events being hosted inside the UK agency and across EMEA as required.
11. Organise high level office visits and meetings for prospects and VIPs.
12. Other duties and projects as requested or assigned.

Office Management:

This role will also work with our 135 Business Operations team to provide organisational, facilities and administrative support in our office. Primary areas of responsibility will include managing the day-to-day operations of the office, providing excellent customer service to all visitors, clients, candidates and officemates, and ensuring the maintenance of a pleasant working environment.

Responsibilities will include:

1. Drive office culture with a creative, fun and inspiring approach to daily operations.
2. Keep all common office areas organised, clean and ready for employees to work.
3. Communicate with the 135 Building Operations team, employees and vendors regarding facility-related asks and issues.
4. Ensure the office is ready to welcome guests and client teams.
5. Serve as Momentum’s gatekeeper for office inquiries.
6. Accommodate visitor and employee requests such as conference room setup, printing meeting materials, setup of workshops, catering, etc.
7. Facilitate visitor access (request building badges, guest Wi-Fi, etc.).
8. Greet new hires, candidates, employees, clients and guests in a friendly and helpful manner.
9. Liaise with business leaders, operations teams and departments to be armed with up-to-date information for on-demand questions and requests.

/ HERE’S WHAT WE’RE LOOKING FOR (QUALIFICATIONS & REQUIREMENTS)

1. Prior administrative experience in agency or fast paced environment preferred.
2. High degree of technical prowess in organising meetings.
3. Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
4. Must be customer service oriented, dependable, self-motivated, enthusiastic, resourceful, and excited and motivated by working in a fast-paced, fun environment.
5. Exceptional interpersonal and communication skills (verbal and written).
6. Demonstrates ability to effectively manage multiple tasks simultaneously with high attention to detail and minimal supervision.
7. Excellent time management and organisational skills.
8. Ability to resolve problems quickly and address internal customers’ needs.
9. Ability to work collaboratively and independently.

At Momentum Worldwide, we value diversity and the uniqueness of all people. We thrive in an inclusive environment, and we recruit, hire and promote without regard to race, gender, age, colour, gender identity, gender expression, sexual orientation, ethnic or national origin, citizenship, religion, sexual preference, military or veteran status, marital status, family status, physical or mental disability – or any other legally protected categories as set forth in the applicable state, federal or local laws. This policy applies to all aspects of employment including training, compensation, benefits and all other privileges of employment.