Executive PA

Purpose of the role

An executive PA works closely with senior managerial or directorial staff to provide administrative support, typically on a one-to-one basis. The role helps managers optimise their time by handling secretarial and administrative tasks.

Key responsibilities

Day-to-day tasks

• Diary management.
• Arranging meetings with clients, employees, and teams as required.
• Managing and prioritising the schedule of direct managers and ensuring meetings are efficiently organised.
• Consulting with direct managers daily to maintain a clear itinerary.
• Allocating diary space for meeting preparation, travel, and debriefing when necessary.

Administrative support

• Maintaining a logical, up-to-date filing system for all documentation.
• Professionally answering telephone calls, filtering for the manager, and taking appropriate action in their absence.
• Collating relevant meeting minutes and documentation pre- and post-meetings.
• Creating and preparing presentations and other documents for various audiences.
• Typing letters, memorandums, presentations, faxes, and meeting minutes as required.
• Taking notes or dictation when needed.
• Managing incoming emails and meeting requests as directed by the manager.
• Booking internal boardrooms and arranging external meetings, including catering requirements.
• Assisting with tasks allocated by the manager and supporting the team as needed.
• Supporting direct managers with personal tasks, such as making payments, handling traffic fines, or personal banking.
• Being available to work overtime if required.

Diary and time management

• Managing diary entries for the managing director and account management team.
• Coordinating diaries in collaboration with traffic.
• Ensuring detailed time-sheet entry and management.
• Arranging catering and refreshments for daily client meetings.
• Updating the team’s central filing system.
• Regularly updating the client list.
• Coordinating domestic and international travel, including itinerary creation.
• Ensuring travel invoices are approved, signed, and returned to the finance department.

Brand assist duties

• Driving client engagement by arranging client gifts (e.g., birthday gifts) and monitoring the gift budget.
• Organising and planning client functions hosted by Joe Public.
• Chasing outstanding invoices and purchase orders.
• Managing daily billings and providing monthly financial updates to the finance department.
• Ensuring monthly retainers are paid on time.
• Submitting quick turnaround briefs and job closure briefs.

Leadership responsibilities

• Encouraging collaboration within the team to inspire great work and a positive working environment.
• Providing cover and support to account executives when necessary.
• Maintaining strong client and employee relationships.
• Setting clear professional development goals (Joe Grow Goals) and working towards achieving them.

Minimum requirements

Qualifications

• Degree in advertising, branding, or marketing.

Experience

• A minimum of three years’ relevant experience.
• Ability to write comprehensive and insightful briefs.
• Sound knowledge of agency structures and processes.

Skills

• Excellent computer skills, including proficiency in:
  • MS Word
  • MS Excel
  • MS PowerPoint
  • MS Outlook
  • Chase/Workbook
• Confident communication skills.