Job Description
Principal accountabilities
Diary management/ Organisational Responsibility:
- Liaise, arrange and manage all meetings and meeting requests, making sure the arrangements and logistics work for key attendees.
- Prioritise meetings for the Creative Director and their team, pro-actively identifying possible diary clashes and making alternative arrangements as needed.
- Forward planning, taking into account the location of meetings and travel arrangements and allowances for desk time.
- Assist the team with arranging presentations, lunches / dinners and industry attended events, including management of the arrangements for the weekly Regen team meetings and lunches every Thursday.
- Book travel / conferences / meeting rooms / venues / hospitality for meetings and organised events where necessary.
- Support and proactively highlight deadlines using Microsoft Calendar i.e., monthly expenses, compliance, development reviews, training, budgeting, reporting etc.
Email Monitoring:
- Monitor/filter emails for the Creative Director, reading and responding where appropriate and developing a management system.
- Draw attention to urgent diary requests and acknowledge/compose response/act on requests and/or emails received in the Creative Director’s absence.
- Pull together information to allow responses to be drafted quickly and efficiently.
- Monitor voicemail and telephone calls for the Creative Director, fielding calls and taking messages as appropriate, drawing attention to anything that’s important or urgent.
- Deal with matters in the absence of the Creative Director, passing any important or urgent queries onto an appropriate member of the team to action if needed.
- Produce, or assist in the production of, any correspondence and/or documentation as required by the Creative Director for example; the production of agendas, reports and PowerPoint presentations or drafting responses to letters, emails and any external communication received that requires action.
- Maintain follow up responses/actions and manage requests in a timely manner.
Meeting preparation:
- Ensure agendas, previous minutes and any other relevant documentation / notes are provided in advance of any meetings if necessary.
- Minute taking and preparation of minutes for relevant meetings as/when needed. Minutes to be circulated within a reasonable amount of time following meeting.
Housekeeping of documentation:
- Maintain e-filing, shared team sites and assist with updating any external websites.
- Organising and filing papers as/when needed, thinking about electronic filing for ease of access.
Purchase Orders and Invoices:
- Manage all aspects of the Purchase to Pay process for the Senior Leader/Managers cost centre which may include new supplier onboarding and Purchase Order processing.
- Raise purchase orders, manage the timely processing of any invoices for payment and track payment process and invoices received.
Workday Monitoring:
- Monitor all annual leave and sickness for the Creative Director’s direct reports.
- Check the Creative Director’s direct report’s expense claims prior to approval and flag any potential issues.
- Collate, maintain and submit expense claims for the Creative Director.
Support for the wider Regen Administrative Team:
- Work as part of the wider Regen administrative team, covering annual leave or helping out with work priorities as or when needed.
Specific support for the Creative Marketing and Communications Team:
- Support the team in their day to day work activities, assisting where appropriate and/or necessary for example; printing boards for publication and arranging shipping.
- Support the facilitation and organisation of external company events as necessary.
- Perform any other duties or responsibilities as may be required in the role from time to time.
Job Types: Full-time, Permanent
Salary: From £35,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Private medical insurance
- Referral programme
- Sick pay
Schedule:
- 8 hour shift
- Monday to Friday
- No weekends
Supplemental pay types:
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (required)
Work Location: Hybrid remote in London