Personal / Administrative Assistant
VICE Media Group
London, UK
1d ago

Responsibilities :

The role of the Personal / Administrative Assistant will have two core components :

Secretarial tasks :

Providing full secretarial support to the COO, SVP, Digital Europe & SVP, Commercial Production.

Diary management : proactive, accurate, efficient diary management including the coordination, planning and confirmation of all internal and external meetings and video conferences.

You will be responsible for tracking, replying and monitoring invitations for meetings and ensuring all are followed up; booking meeting rooms, organising catering, ensuring AV equipment and support are in place and gathering and preparing any documentation required to support these meetings.

Travel management : coordinating and booking all travel requirements to include trains, flights, cars, visas and accommodation when required.

Organising client lunches and dinners outside the office at suitable venues when required.

Monthly expense logging and submission.

Assorted administrative tasks across VMG’s UK operations and potentially more widely :

Formatting Word documents, Excel documents and Keynote presentations as required.

Ad-hoc support for client events, including booking travel.

Ad hoc emergency Front of House support.

Ad-hoc operations support.

Experience :

Previous experience as a personal assistant / admin assistant

Confident, outgoing, diligent, and hard working with a meticulous attention to detail.

An organised self-starter who can keep all the balls in the air whilst under pressure.

Excellent people skills.

Good communication skills and the ability to clearly articulate needs both verbally and in written form.

Common sense, empathy, the ability to always be one step ahead!

Experience of working with Apple Keynote program is not essential but would be an advantage.

We want to find people who believe in our goals and feel inspired enough to grow while they’re here to fill the role, rather than someone who checks the boxes but isn’t invested.

We encourage you to apply and show us what you’ve got.

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