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Personal Assistant & Team Coordinator

  • Strategic Communications UK
  • London, England, United Kingdom
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The Role

The role of a PA and Team Coordinator at Teneo is to provide best in class administrative support to both the teams and individuals that they work with. They are responsible for providing a seamless foundation of account administration that allows teams to function, as well as working closely with the MDs/SMDs/Ps to proactively support and anticipate their needs and understand their priorities.

PA and Team Coordinators will be proactive in providing account support and responding to the needs of their account teams, and are responsible for building relationships with their counterparts at client organisations as well as across the Teneo network. PA and Team Coordinators.

About Teneo London

Teneo London advises business leaders, enabling them to achieve goals faster by earning trust, navigating disruption and removing barriers.

 

We’re focused on strategy and communications advisory, working in close partnership with clients to help them address their biggest reputational and business issues. We have four Centres of Excellence – Campaigning, Strategy, Political and Financial – but just one P&L, so we enjoy all the benefits of integrated working without the politics.

Key Responsibilities

  • Consistently demonstrates desire to set and meet high standards of quality by learning new skills/design techniques to enhance presentation production and to ensure good understanding of how to use the Teneo brand and templates.
  • Participates in support team meetings/events to enhance the work environment across the London office.
  • Acts as ambassador for the consultancy able to explain our offer effectively.
  • Acts as a conduit for communication between assigned person and broader teams as appropriate and seeks to create a supportive and efficient environment for the whole team to work in.
  • Acts with discretion, integrity and professionalism at all times.
  • Calm under pressure and bounces back from set-backs. Presents a positive outlook, and is seen as committed and enthusiastic.
  • Demonstrates a collegiate and collaborative style, actively getting to know peers across the consultancy and using this to better understand all areas of our offer.
  • Takes responsibility for own training to ensure competency in key software packages, including phone management system, Roxhill, NetSuite, RNS, Media Proof, the Microsoft suite of products e.g. PowerPoint, Word, Excel, Outlook, as well as seeking opportunities to learn new things and broaden skills.
  • Supports personal learning and knowledge by actively using the Ecosystem and ensuring all new team members are supported in learning how to find relevant materials and information on the Ecosystem.
  • Is flexible and adaptable in taking on new tasks or supporting other areas of the business when required.
  • Leads by example, including demonstrating teamwork with colleagues and participating in support team meetings or events to enhance the office environment.
  • Demonstrates a collegiate and collaborative style, actively getting to know peers across the consultancy and using this to better understand all areas of our offer.
  • Supports a learning culture and plays an active role in sharing knowledge and insight, as well as attending relevant training.
  • Is committed and enthusiastic and creates an environment which is client-centric, focused and reflects the importance of our relentless focus on clients.

Proactive management

  • Proactive in identifying needs and finding solutions. Is flexible and adaptable in taking on new tasks or supporting other areas of the business when required.
  • Works with client teams to understand the background and ebb and flow of client accounts and can proactively manage weekly, monthly and quarterly events/meetings and workload effectively.
  • Proactively works across Teneo as part of the support team to ensure effective team- work and sharing of workload when required e.g. supporting other TCs at busy times or answering ‘overflow’ reception calls.
  • Works with MDs/SMDs/Ps to understand priorities on a daily and weekly basis and is proactive in the support required, anticipating needs and plans ahead.
  • Responsible for full calendar management and helps actively manage MDs/SMDs/Ps’ day and week, with a focus on looking ahead and helping prepare for meetings etc.
  • Actively manages appointments/events/diaries for MB/SMD/P and client teams when required, ensuring key client meetings are booked and rooms/catering arranged or coordinates travel arrangements and itineraries.
  • Responsible for supporting their MDs/SMDs/Ps directly with their clients and teams and where necessary providing administrative, presentation or research support to ensure client projects can be delivered at times of time pressure or resource constraints.

Skills and Experience

  • Provides relevant support for client activity and is able to co-ordinate event logistics, sourcing materials and managing relevant POs.
  • Produces high-quality documents that are well laid-out, engaging and easy to read. Uses initiative to produce a wide range of documents including transcribing notes into summary documents, creating impactful presentation slides and leave behind documents that comply with the Teneo corporate templates.
  • Supports teams and MD/SMD/P by ensuring all requirements for client meetings and presentations are considered well ahead of time and that requirements from meeting room set-up and travel arrangements to binding documents, preparing UBS sticks and testing laptop formatting etc. are taken care of.
  • Maintains coverage logs, coverage books (e.g. PPT clippings) and assists with evaluation activities as required (e.g. sourcing circulation figures).
  • Ensures teams can work effectively and efficiently and has the administrative skills and support required to meet high quality standards at speed.
  • Ensures all processes for administrative support comply with best practice and seeks to improve and enhance ways of working.
  • Manages and processes expenses on behalf of MD/SMD/P.

Benefits

  • Competitive salary (depends on experience).
  • 28 days holiday
  • Discretionary bonus.
  • Annual salary review.
  • Pension (company contribution: 5% of annual salary).
  • Extensive investment in personal development & learning.
  • Enhanced maternity and paternity leave (depending on length of service) and shared parental leave.
  • Private medical insurance.
  • Group Income protection.
  • Life assurance.
  • Cycle to work schemes.
  • Season ticket loans.
  • Regular social, cultural and charitable activities.

 

 

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