PA + Training Coordinator - H+K Strategies | Holmes Report Jobs Board
Charting the future of public relations

PA + Training Coordinator - H+K Strategies

London, U.K.

Issues + Crisis Practice

THE TEAM/ROLE

H+K is a public relations and integrated communications agency with 90 offices around the globe.  H+K London is the first and only large agency to structure itself around sectors to deliver deep industry knowledge, supported by specialist areas of ideas and strategy, content creation and publishing.

We are looking for a highly experienced and capable PA with exceptional attention to detail to provide proactive secretarial service to the Global Crisis Lead and Director of Training of our Issues + Crisis practice.

The successful candidate will be an established PA with significant experience supporting multiple senior stakeholders within an agency or creative media environment, in addition to solid project management skills built managing complex events or training - ideally on a global level – where budget management, proactive logistics, flawless attention to detail and the juggling of many moving parts is required.

RESPONSIBILITIES + ATTRIBUTES

PA:

  • Build and maintain effective relationships with the GCL and DoT, providing proactive support on a day to day basis as trusted advisor and PA support
  • Demonstrate a helpful, efficient and resourceful manner, maintaining confidentiality and acting with discretion at all times
  • Pro-actively identify opportunities to add value for GCL and DoT and wider business
  • Provide comprehensive email and call management for GCL and DoT; considered and pro-active diary management - which includes the organisation of all meetings and appointments (internal and external) and pays particular attention to essential briefing/preparation time and resources required for each confirmed appointment
  • Manage of extensive domestic and international travel for GCL and DoT(collating in-depth and cohesive supporting documentation, schedules and itineraries as necessary and booking catering/organising VISAs/transport/flights as required)
  • Provide pro-active administrative support to GCL, DoT and wider crisis practice, including the creation and maintenance of filing systems (hard copy and electronic) as required, sorting and management of all in-coming mail, overseeing and submission of monthly expense submissions/credit card statements in line with payment deadlines and management of holiday request approvals for senior management direct reports, ensuring dates are diarised
  • Demonstrate flexibility and provide responsive support to the sector MDs and their teams and senior suppliers/clients, providing attentive, professional personnel and paying excellent attention to detail at all times
  • Build and maintain relationships across the agency and network, including ELC members, members of the Global Counsel, Crisis leads across the global H+K network, WPP and key clients/suppliers and their respective PA’s
  • Provide ad-hoc support to senior stakeholders across the business, including holiday cover for the PAs of the CEO and CD as required
  • Ensure all team contact details are up to date and inform HR of any changes
  • Liaise with HR to manage the new starter welcome process, including collating documentation as required, coordinating IT set up and managing the induction process
  • Support PAs as required and liaise with Facilities with regards to any team workstation requirements
  • Arrange all practice events and celebrations (birthdays and milestones, team outings, welcomes/farewells etc.

Training + Meeting Coordination:

  • Manage training projects on a global scale, including securing journalists, cameramen and equipment and ensure all logistics are managed to deadline
  • Prepare, review and edit documentation (PPTs, briefing documentations, credentials, NDAs, Scopes of Work and attendee packs) for all client training (internal and external), pitches and practice meetings
  • Take meeting notes and maintain reporting for all training and client accounts across the practice
  • Support logistics for client training (internal and external), pitches and practice meetings, often across multiple time zones and with liaison across H+K’s 90+ global offices
  • Pro-actively manage all invites and attendee lists, organise meeting rooms/secure external locations, refreshments and equipment as required; coordinate and collate relevant documentation/agendas in advance and provide support on the day, ensuring that all clients and external guests are well taken care of
  • Work across all areas of finance, tightly managing budgets, tracking invoices and expense claims and raising purchase orders
  • Develop a robust commercial understanding of, and support the expansion and development of the practice’s training offer/services

KEY ATTRIBUTES

  • Extensive PA experience (including email/diary management, international travel and administrative/financial support) working for multiple senior stakeholders within an agency environment/creative industry
  • Excellent organisation and time management skills with solid attention to detail and the ability to prioritise considerately and rationally
  • Complex project management experience, ideally for both internal and external global events/training propositions
  • High level of interpersonal skills and self-awareness; friendly, professional attitude with the ability to build strong relationships with senior stakeholders, other PAs, clients, suppliers and individuals across the agency and wider WPP network
  • Calm, diplomatic, self-motivated and confident team player with a flexible approach
  • Ability to work with the utmost discretion as a trusted advisor to senior stakeholders with access to highly sensitive information/documentation
  • Proactivity; the ability to take initiative and make good judgement calls
  • Commercial awareness and an understanding of the creative media industry
  • Thoughtful and contentious team management; the trusted lynchpin for the practice
  • Solid Office skills; Word, Microsoft Office, Excel

AGENCY CULTURE

A Global Centre of Creative Strategy places change, innovation and creativity at the heart of everything we do.  Through strategic counsel, creative thinking and effective activation, our deep sector expertise enables us to truly understand our clients’ perspective and transform our clients’ challenges into effective and award-winning solutions. Our purpose is to inspire more open, creative and curious conversations to help build a better agency and world. Our communications are driven by our clients’ desire to communicate their purpose and create a legacy in the world. 

We create ideas to believe in.

TRAINING + DEVELOPMENT

The Hub

Personal growth is at the heart of our culture. The Hub, our internal training academy, provides a range of required and bespoke training opportunities that enable our people to have more ownership of their career development.

As well as our locally-developed modules we also deliver training from the H+K University, our global training and development platform. The University curriculum combines best practice from around our network in core consultancy and communications skills.

KEY H+K BENEFITS

  • 28 days annual leave
  • Comprehensive health insurance (Bupa)
  • SMART pension scheme
  • Heavily subsidised on-site bar
  • WPP employee discount scheme
  • Group life assurance scheme
  • Enhanced maternity + paternity scheme
  • Vouchers + extra day’s holiday for key milestone anniversaries

Interested candidates should send a CV and covering letter to: Gemma Buckley-Higgins, Talent Acquisition Manager at [email protected]

[email protected]

28/02/2017

Apply now