Secretary/PA

Our vision is to inspire brands and people to impact the world. To create big ideas that make a significant contribution to the planet, society, and the bottom line.   We believe in today’s world this is the best way for our clients to achieve sustainable growth.    

We achieve this by breaking down the barriers that restrict talent and ideas.   

Which is why our teams work fluidly across 5 capabilities: Advertising, Innovation, Experience, PR and Health.   This allows us to not only operate but innovate at the intersection of capabilities and talent.  We believe impact and magic lies at this intersection.   Ogilvy scales this by seamlessly connecting and accessing the deep cultural expertise of 132 offices in 83 countries.    

The result is multifaceted ideas for our clients that drive impact and are born from the intersection of platform x culture x technology.     

We call this Borderless Creativity .

Your Role at Ogilvy

Working for a team of 4 leads.

The main % of the role is supporting the Managing Partner with diary management and helping with projects.

The other 3 leaders require low level support with admin.

Ogilvy PR is a global creative communications agency, working with established and emerging brands and businesses to drive growth.

Based in London, we are a team of about approximately 120 people, working for a great mix of global brands such as Bacardi, Google, & TK Maxx. Across EMEA we are a large group of offices with seven key regions: UK & Ireland, France, Germany, Spain, Middle East, Italy and South Africa. 

We create brand and reputational value through world-class creativity and communications informed by data and fuelled by technology.

We’re strategic communicators, problem solvers, earned and social media experts, agile content creators, influence marketers and creative storytellers.

Want to come on board?  We’d love to hear from you if you’re an adaptable and experienced PA who can juggle multiple ever-changing diaries while pivoting around challenges in a calm and upbeat manner.  You’re personable, enthusiastic and are confident working with clients and colleagues from across the UK and EMEA and you’re an ace working with multiple time-zones.  You’re a team player with an interest in the Comms industry.

As An Ogilvy PA You’ll Be Responsible For

• Email Management: You may be asked to check emails ad hoc, but PAs are not required to have access to their leader’s inbox. At their request you may do so, but there is no expectation to manage/action emails at high frequency especially when supporting 3 or more leaders.
• Meeting Management: You are confident at organising meetings of varied size. You are experienced with Zooms, Teams, Webinars and organizing workshops. You book meeting rooms using Condecco , catering and AV support.
• Diary Management: You manage the diaries of your leaders daily, and you are confident at flexing and prioritizing the needs of all the leaders you support.
• Travel Management: You are confident booking end to end complex travel, accommodation, and transport at the request of your leader. Working with relevant finance leads to obtain job numbers and travel budget approvals.  You understand and adhere to WPP travel compliance and ensure cross checking is carried out with the client’s PA for all billable travel.  You may be required to make last minute changes to travel plans out of hours.
• Visas: arrange visas where needed– travel now variable based on Managed Remote Working and Covid-related travel policies
• Finance Management: PAs are confident users of Maconomy, expense, vendor set up, purchase orders and approvals.  You may be expected to manage budgets for team events / socials.
• Transport & Couriers: you organise transport to and from external meetings and couriers to carry important or urgent correspondence and parcels.   
• Tech Savvy: PowerPoint & Excel savvy and you’re familiar with file & video sharing platforms along with Zoom, Teams and Miro.
• Events: PAs are required to help organise events that your leader is hosting.  You may be asked to help with team events and social occasions (birthdays, weddings, baby showers).  You build strong relationships across the business with the facilities, Green & Fortune teams along with other PA/EAs for building best practices.  You are required to welcome and deliver guests to meeting rooms on behalf of your leader.
• Provide holiday/absence cover : for other EAs in the organisation
• Team culture: you may be required to assist in organising team events and meetings

How we help you Thrive: 

• 25 days annual leave + 1 Volunteer Day 
• Bupa Healthcare (now includes Bupa health assessment and menopause support) 
• Enhanced Maternity, Adoption and Shared Parental leave 
• We have a flexible working policy with core working hours (10am – 4pm) and have launched our 3.2 Hybrid Working model 
• A 1.5:1 matching pension structure 
• Wellbeing and Health: Up to £25.00 per month towards physical or online exercise class membership plus Dental cover, Unmind membership, LifeWorks tool and annual eye tests.  
• Learning and development budgets plus Enhanced and ongoing wellbeing incentives and activities throughout the year 
• Season ticket loan and cycle to work scheme  
• Life Assurance  
• Inclusion@Ogilvy : To foster an inclusive environment we have our internal groups: Ogilvy Rewired, Roots, Equals, Proud plus  Parents and Carers. See  here  for more information  

We are an equal opportunity employer and we’re committed to creating an inclusive, welcoming environment for anyone who wants to work at Ogilvy .  We believe that for creativity to flourish, everything about how we work must have diversity at its core. Your race, colour, ancestry, religion, gender, gender identity, national origin, sexual orientation, age, marital status, disability, or veteran status have no bearing on our hiring decisions. If you have a disability or special need that requires accommodation, please let us know and we will do everything we can to accommodate.