Personal Assistant

Personal Assistant

Mindshare is global media agency designed to make media exciting, fun and life changing. For the last 20 years our values of Speed, Teamwork and Provocation have guided our 10,000 people who work with some of the world’s best brands and companies. Located in 116 offices across 86 countries, we are the largest media agency in GroupM, WPP’s media investment management arm, which is the #1 media holding group globally. Mindshare Worldwide is the headquarters for Mindshare based in London. We are a team of 400+ people, co-ordinating media campaigns for our global clients.
Learn about our culture and values and meet some of our people here.

Want to see some of our award-winning work? Click here

What We Can Offer You At Mindshare Worldwide, we offer a competitive salary package, with 25 days holiday increasing with service to a maximum of 30 days, with the option to buy an extra 5 days per year. We also have an enhanced pension scheme, Bupa healthcare, a monthly wellbeing fund and early finishes on a Friday during summer. These are just some of the great benefits we offer.
Based ten minutes from London Bridge tube station, our office has a rooftop with 360 views of London – a great space to hang out with colleagues and friends!
We also offer an extensive training programme to help guide your career development whilst you’re with us. There’s a wide range of options to suit everyone at all levels of your career. Our Values & Behaviours Our attitude is reflected in our core values of Speed, Teamwork and Provocation, which drive our people and our business.
We want Mindshare Worldwide to be a place where everyone feels that they belong, everyone can be themselves and everyone has the same opportunities to develop their careers. Over the last 12 months we have made important steps in progressing on our journey to a truly inclusive organisation. We have launched The Collective and have seen the birth of a range of Employee Resource Groups who have shown some amazing and inspiring work. Our Commitment

We are committed to making reasonable adjustments wherever necessary. If you require this document in another format, such as large print or audio, please contact Ellie Macdonald (ellie.macdonald@mindshareworld.com).

Mindshare Worldwide commit to providing assistance for candidates who have successfully secured an interview and may require reasonable adjustments. We will work with the interviewee to establish what additional support is required and where possible, ensure reasonable adjustments are implemented to support a successful interview. The Role

This role serves as PA to our Senior Partner’s and as a Team Assistant to their respective teams. You will be joining a team of 7 very efficient and skilled EA’s and PA’s working across our Global Leadership, Capabilities teams and Client teams based at our HQ on Southwark Bridge Road.

The Ideal Candidate

A dynamic and highly organised Personal Assistant required to help to drive the business by effective organisation of the Senior Partner’s schedules.

Essential Criteria

• Previous experience working as a PA
• Proficient in Microsoft Office: Outlook/Word/PowerPoint/Excel/Teams
• Experience with booking international travel
• Great attention to detail, accuracy and consistency
• Confidentiality, tact and discretion
• Focused and calm under pressure
• Highly organised and thrives working in a busy environment
• A quick learner who enjoys overcoming challenges
• Great communication skills, both oral and written
• Strong team player

Desirable Criteria

• Previous experience working in a similar fast paced environment
• Previous experience managing diaries across multiple time zones

Responsibilities as PA to Partners

• Extensive diary management
• Arranging internal and external meetings/room bookings and in-house catering, guest management
• Ah hoc sourcing external venues
• Ad Hoc inbox management if required
• Global travel booking, adhering to both the mindshare/client travel approval process
• Visa applications and passport renewal
• Liaising and working with IT/Facilities/Reception/Hospitality teams
• Submitting/approving expenses and timesheets on their behalf
• Taxi and courier booking
• Managing IT issues on Partner’s behalf
• Document editing/creation

Responsibilities as Team Assistant

• Assisting with setting up larger meetings including the managing Partner
• Global travel booking, adhering to both the Mindshare and client travel approval process
• Visa applications and passport renewal
• Tracking overseas visitors for team members
• Ad hoc light admin duties (guest management, binding, printing etc)