Personal Assistant

BRAND: Starcom
Job Function: Operations
Location: London, United Kingdom
Experience Level: Intermediate
Workplace Type: Hybrid

Company description

With a history that dates back over 80 years, Starcom is a global communications planning and media leader. We are an agency still grounded in our founding principle that people are at the centre of all we do. Each day, we apply this belief to harness the transformative power of data and technology to inspire and move people and business forward. With more than 7,000 employees in over 100 offices around the world, we are the flagship Publicis Media agency that uses our 'Power of One' business model, with teams that span multiple disciplines across clients such as Aldi, P&G, Primark, Samsung, Stellantis, and Visa.

We place a huge focus on our People, and have driven flagship D&I and L&D programmes within Publicis Media; our goal is to help every individual reach their fullest potential, and we encourage everyone to make "Brave Plays" in how they approach their work and their own career development. As a result, we have an exceptionally energised and committed talent base, all of us proud of our welcoming and supportive culture, as evidenced by our recognition as one of Campaign's Best Places to Work for five years in a row, Media Week's Agency of the Year 2025 and one of the Sunday Times Best Places to Work 2025.

Overview

What will you be doing?

The Personal Assistant is a key role to keep the team running smoothly through performing key administrative and support tasks in the daily role of the leaders they support and by supporting with critical projects and tasks.

Responsibilities

Leadership Support

• Manage complex and ever-changing calendars, including pro-actively scheduling meetings and appointments across multiple time zones.
• Coordinate and oversee all international travel arrangements for the team, including flights, accommodation, and ground transportation, as well as managing visa applications and any required health documentation or testing. Handling last- minute travel changes and disruptions.
• Process expenses, invoices, and purchase orders, and liaise closely with finance teams to support accurate budget tracking and reporting.
• Prepare meeting agendas, action items, and necessary data in advance. Assist with creating, formatting and proofreading presentations.
• Proactively track and remind executives of critical tasks, deadlines, and deliverables.
• Organise logistics for team events, company meetings, and off-sites. Manage catering, room bookings, and guest services.
• Other admin: timesheets, expenses, travel, holiday allocation and team approvals.
• Available to travel as needed for off-sites and events.

Project Support

• Maintaining and updating key documents.
• Manage on time delivery of project updates - check accuracy of materials.
• Maintain team files - maintain structure and access to the right people.
• Coordinating all major meetings, circulating agendas, taking minutes, and circulating actions where required.
• Supporting the team to ensure consistency across materials produced by the team.

Qualifications

What are we looking for?

• Prior experience of supporting multiple senior stakeholders individuals.
• Excellent time management and organisation with the ability to plan, think ahead, be proactive demonstrating keen eye for detail.
• Ability to manage multiple priorities under pressure.
• Sound interpersonal and communication skills, with the ability to build relationships with the team, other departments and third-party contacts.
• Experience of working around a creatively focused organisation.
• A good team player who is helpful, curious, resourceful, conscientious.
• Proficient IT skills including MS Outlook, Excel and PowerPoint, online databases and website applications.
• Strong problem-solving skills and the ability to proactively manage your execs time.

Additional information

Publicis Media has fantastic benefits on offer to all of our employees. In addition to the classics, Pension, Life Assurance, Private Medical and Income Protection Plans, we also offer;

• WORK YOUR WORLD opportunity to work anywhere in the world, where there is a Publicis office, for up to 6 weeks a year.
• REFLECTION DAYS - Two additional days of paid leave to step away from your usual day-to-day work and create time to focus on your well-being and self-care.
• HELP@HAND BENEFITS 24/7 helpline to support you on a personal and professional level. Access to remote GPs, mental health support and CBT. Wellbeing content and lifestyle coaching.
• FAMILY FRIENDLY POLICIES We provide 26 weeks of full pay for the following family milestones: Maternity. Adoption, Surrogacy and Shared Parental Leave.
• FLEXIBLE WORKING, BANK HOLIDAY SWAP & BIRTHDAY DAY OFF You are entitled to an additional day off for your birthday, from your first day of employment.
• GREAT LOCAL DISCOUNTS This includes membership discounts with Soho Friends, local restaurants and retailers in Westfield White City and Television Centre.

Full details of our benefits will be shared when you join us!

Publicis Groupe operates a hybrid working pattern with full time employees being office-based three days during the working week.

We are supportive of all candidates and are committed to providing a fair assessment process. If you have any circumstances (such as neurodiversity, physical or mental impairments or a medical condition) that may affect your assessment, please inform your Talent Acquisition Partner. We will discuss possible adjustments to ensure fairness. Rest assured, disclosing this information will not impact your treatment in our process.

Please make sure you check out the Publicis Career Page which showcases our Inclusive Benefits and our EAG's (Employee Action Groups).

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