Executive Assistant

ABOUT WPP

We are a creative transformation company. We use the power of creativity to build better futures for our people, planet, clients, and communities.

At WPP we’re reinventing creativity on an ever-broader canvas, bringing together unrivaled talent, resources, and skills to provide an integrated offer of communications, experience, commerce, and technology for clients.

It’s our people who make the company, and what we do, extraordinary. We champion an open and optimistic workplace, where everyone has the chance to thrive and shine. We foster and celebrate an inclusive culture of belonging, one that embraces diverse thought and individual expression.

Find out more about us including some of the work we’re doing to build better futures for our people, planet, clients, and communities: https://www.wpp.com/about

OVERVIEW OF ROLE: 

This role primarily supports the Australian and New Zealand Country President (CP) for WPP, specifically providing high level administrative support day-to-day to the Country President as well as supporting the Chief Strategy Officer and Chief People Officer, on a need to basis. The CP and CSO are both based in Sydney in the Barangaroo campus, the CPO will be remotely supported from their base in Melbourne. 

3 best things about the job:

1. Wide variety of work, involved in all aspects of the business i.e.: projects, clients and events
2. Wellbeing offerings, workplace flexibility and opportunity to work autonomously
3. The down-to-earth team, regardless of level, learning from the best in the business as we service the wider group of agencies across AUNZ.

In 3 months: 

• Familliarity with the structure; You will know what each Executive team member does, what each of our agencies do, who their key stakeholders and clients are and their preferences from a personal assistance perspective.
• Understanding of the systems and tools available to you (especially in regards to Outlook and adminstatrative support) and will be learning to use any that you haven’t come across to date in your career.

In 6 months:

• You will be fully agile within the ‘world of WPP’ and know where within our group to go to get things done for our Executives.
• You will know the nuances and preferences of your executive reports and will have started proactively managing their diaries, travel needs and various expectations.

In 12 months:

• You will be a fully fledged team member, enjoying the ability to turn your hand to project and event tasks as well as the day to day.
• You will have developed a solid reputation as a ‘Go to’ person within our Head Office community and the wider group
• You will proactively suggest process improvements and refine processes to maximise business efficiency

 Responsibilities of the role:

• Proactively prepare inspiring presentations, reports and complex documents, ensuring excellent quality, always.
• Planning, organising and balancing the Executive teams time and commitments.
• Providing timely and effective diary management including the coordination of internal and external meetings.
• Preparing creative written communication emails, reports, documents etc.
• In conjunction with the Workplace Lead, organise functions, meetings, LT workshops, including arranging attendance of participants, venue, catering and preparing and distributing the relevant documents;
• Organising international and domestic duty travel, accommodation and itinerary arrangements in accordance with accounting and expense requirements and policies.
• Maintaining confidentiality for highly sensitive matters and carry absolute discretion.
• Project management and the experience ability to manage multiple projects under tight deadlines.
• Leadership meetings – held every 10 weeks for one entire day, usually offsite or in a large meeting room. You will be responsible for the invites, calendar alignment, executives needs, including travel, catering, coffees, building and distribution of the agenda and work closely with the CP to ensure the day runs smoothly.

What you will need:

• Ability to maintain a high level of confidentiality exercising discretion and tact always will be essential in this role.
• Extensive experience providing administrative support to senior leaders at C-Suite level.
• Experience working in a matrix-environment.
• High Proficiency in Microsoft Office Suite (i.e. Word, Excel, Outlook, PowerPoint), Canva and other WPP tools. Training will be available on the latter.
• Highly developed time management and organisational skills with the ability to prioritise in a fast-paced environment to meet strict deadlines.
• Strong interpersonal skills including the ability to effectively communicate, both written and oral, with all levels of management and other team members.
• Adapts well to changing conditions, modifying behaviour and work style as necessary. Can manage some level of complexity and ambiguity in situations.
• A passion for making things happen and seeing the results when it all comes together.
• A sense of urgency with the ability to remain ‘unflustered’ under pressure.
• A strong business acumen and ability to make sound judgement & quick decisions will be paramount.
• Be technology savvy and a general all-rounder - Become an expert in the systems, develop short-cuts, be proactive and always be one step ahead.

HOW WE WORK

At WPP, our people are at the heart of everything we do.

Our mission is to build and foster an inclusive culture of belonging, one that is equitable, tolerant, and respectful of diverse thought and individual expression

Our ambition is to create workplaces where our people feel not only that they have opportunities to thrive, but also that they are celebrated. A place where everyone has the opportunity to learn, grow and do amazing creative work, surrounded by leaders and colleagues who are inclusive, supportive, and kind. We believe that ultimately diversity and difference will combine to produce extraordinary creativity, manifested in the work we do for our clients and the impact we have on the world.

We support flexibility through our hybrid working model which offers the benefits of being together in the office and working from home. We encourage our people to work in ways that meet their needs and enable them to deliver great work.

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