• Personal Assistant

    Locations UK-LONDON
    Posted Date 2 weeks ago(11/6/2018 9:23 AM)
    Administrative Support
    Position Level
    Hidden (30306)
  • Overview

    Personal Assistant – Commercial and Communications Team

    Fixed Term Contract



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



    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!



    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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