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Personal Assistant

LONDON
20 November 2018
Full time

Personal Assistant – Commercial and Communications Team

Fixed Term Contract

 

JOB SUMMARY
 

To provide administrative support to VPs and SVPS. To make an ambitious agenda run smoothly and function optimally.

 
  

KEY RESPONSIBILITIES
 

Accountabilities and Responsibilities:

  • Organise all local and international meetings; providing follow-up where necessary
  • Understand the VPs’ and SVP’s priorities and help them to deliver on them
  • To be an ambassador for the VPs and SVP’s at all times, dealing with all matters efficiently and cheerfully
  • Co-ordinate diary, managing time effectively and intelligently
  • Organise meetings (participant availability, meeting room booking, relevant equipment and picking up of guests from reception and providing refreshments)
  • Draft presentations, general communications and correspondence, routine and ad hoc reports; prepare spreadsheets and any other documentation
  • Manage travel and attendance at key markets and functions
  • Organise all business travel locally and internationally; liaise with travel companies, arrange flights, currency, hotels and provide complete itineraries
  • Organisation of passenger cars and couriers
  • Responsible for all filing and administration to include regular re-organisation and archiving to reflect the continuously changing needs of the media environment; ordering or stationary, ensuring cupboards are stocked and tidy
  • Responsible for general office administration such as dealing with invoices/PO’s; ensuring they are coded correctly and processed for payment, faxing, photocopying and binding, keeping database up to speed, and liaising with the finance dept/suppliers to rectify any problems;
  • Deal with and respond to correspondence as and when directed
  • Manage Expenses Claims and track payment by Finance Department
  • Arrange and manage social events / activities as needed
  • Any other reasonable duties as directed

 

Person Specification:

  • Proven solid experience in a business-focused environment
  • Responds well to pressure and thrives in a busy environment
  • Able to prioritise and cope efficiently and calmly with a heavy workload
  • Results driven with proven experience of dealing with a wide range of issues and situations confidently and effectively
  • Computer literate – excellent knowledge of Microsoft Office essential,  strong PowerPoint and Keynotes experience
  • Excellent administration, secretarial and organisation skills 
  • Outstanding communication skills, approachable manner and the ability to deal with employees and management at all levels, displaying diplomacy and sensitivity where needed
  • Pro-active nature with a positive, ‘can do’ attitude and a dedication to providing a first class support service
  • Flexible nature necessary (may need to work late, during weekends & remotely on occasion)
  • Friendly, intelligent, energetic, helpful, assertive
  • Good sense of humour essential!

 
 

ROLE-SPECIFIC SKILLS/ATTRIBUTES
 

Viacom Core Competencies:

 

Interpersonal Skills

  • Communicates and Listens
  • Builds Relationships
  • Influences and Negotiates

 

Personal Effectiveness

  • Takes Initiative
  • Manages the Work
  • Composure and Flexibility
  • Acts with Integrity

 
Thinking and Problem Solving

  • Develops creative products and solutions
  • Judgment and analysis
  • Thinks strategically

 

Management and Leadership

  • Communicates effectively with employees
  • Creates a positive and inclusive working environment
  • Defines, directs and delegates work
  • Develops people through feedback and coaching

 
VIMN Values

  • Creative Excellence
  • Integrity
  • Passion & Optimism
  • Teamwork & Transparency
  • Citizenship
  • Flawless Executive
  • Innovation
  • Accountability

 
 

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