Personal Assistant to Directors - Creative Agency

Pink Giraffe
GB - london
May 14, 2025

Personal Assistant - (To Managing & Creative Directors of a Creative Advertising Agency)

London - Hybrid (1-2 days in office a week)

• Pink Giraffe are working in partnership with a superb creative/advertising agency please be aware we require previous PA experience in a busy creative, marketing or advertising agency to be considered for this role
•

A superb independent creative agency is looking for an experienced Personal Assistant & Office Manager to join their growing team.

We are looking for a meticulously organised individual with strong previous experience working in a busy and vibrant marketing, creative or advertising agency.
This role will focus on supporting our agency directors (Creative Director and Managing Director) alongside supporting the wider-agency team members, operations, HR, suppliers and general office related tasks.

You will be focused on managing the directors' diaries from; the scheduling of internal and external meetings, booking advanced allocated time slots for the completion of tasks or workloads needed ahead of those meetings, agenda setting, and regular catch-ups to ensure that they are held accountable for the delivery of tasks/projects and prepared for any meetings well ahead of time.

Responsibilities and duties

This is a broad and diverse role, supporting the directors and wider-agency team to work well and more efficiently.
Core aspects of the role include:

PA to the Creative Director (Primary Focus)

Managing the Creative Directors personal inbox, calendars and workload scheduling.
Coordinate and scheduling of internal and external meetings, appointments, and potential travel arrangements for client visits.
Preparing detailed meeting agendas for each calendar appointment including scheduling diary time for any actionable tasks/workloads that need completing ahead of those meetings.
(To ensure nothing is missed)
Support with the preparation of documents, reports, and presentation materials as required.
Liaise with the Creative Directors' direct reports to chase any actions, gather relevant updates, and ensure alignment on priorities so that the Creative Director is fully up-to-date.
Work closely with other internal teams such as the Client Services Department or Creative Department (Copy/Art Direction/Design) to identify any sign-offs, strategic input or tasks that require the input of the Creative Director, so that appropriate time can be scheduled into their diary.
Hold regular morning catch-up calls to ensure that the Creative Director is aware of the schedule ahead and work needing completing for that day, so that they are well-informed and organised at all times.

Office Management & Agency Operations

Coordinating the Managing Directors' diary to arrange internal and external meetings
Managing the hello/main agency email inbox and escalating as appropriate.
Managing external supplier relationships such; IT support, HR advisors, Recruitment Agencies and any relevant systems, licences or tools the wider agency may use or need access too (Charlie HR etc)
Supporting on the management of any interim or freelancers needed, including the management and booking of them, based on each departments' requirements for additional resource.
Support with HR and general people related tasks such as updating, such as uploading new employee onboarding documentation, performance reviews and other employee relation documentation to Charlie HR system
Tracking and monitoring any key training, certifications and legislation focused tasks, to ensure we are always up-to-date and affiliated, including that of the team's independent training and certification.
(CPIP/PCMPA/Bcorp status etc)
Supporting with print production support and print supplier liaison
Purchase of general office equipment, stationary, refreshments and any booking requirements for any team events or agency socials.
Organisation of office space, storage of good, general management and any maintenance needed.
Managing key relationships with our office provider, cleaning provider etc
Proactive management and procurement of the team's training and certification requirements
Track and make arrangements for the teams' work-anniversaries, birthdays and special occasions.
Check and plan proactively school holiday plans 6 weeks in advance to help with planning ahead and covering any capacity shortfalls.

If you have strong experience as an EA/PA to the Directors or C-Suite of a busy and vibrant marketing, creative or advertising agency please apply today.

Read the full job description and apply online on the recuiter's web-site

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