PA & Office Administration Assistant
Reporting to: Managing Director (Ardmore Advertising), and Group Finance Director
Location: Holywood, N. Ireland
What we’re all about:
We are a globally active performance communications Group, using data, insight, strategy and creativity to solve commercial problems and deliver significant return on marketing investment.
Our mission is to be a trusted strategic partner to each of our Clients. We are creatively restless, respectful, fearless, innovative, invested and always effective. Setting and smashing those targets we set ourselves has allowed our team to grow bigger than ever, so we need more people who will share in our goal of achieving spectacular results for every Client.
As a fully integrated communications business, the Ardmore Group offers strategy, creative, design, digital, media planning and buying, and branding, as well as PR and event management through our sister company LK Communications, awarded PR Consultancy of the Year at the Chartered Institute of Public Relations (CIPR) Pride Awards 2022, and eCommerce intelligence and performance marketing through our second sister company, Built For Growth Digital, awarded Best eCommerce Agency in the UK 2022 by the eCommerce Association.
Globally connected, as shareholders in Worldwide Partners Inc., the Ardmore Group has direct access to global talent with localised insight. This enables us to create impactful campaigns delivered on local, national and international scales.
More than that, we’re all about our people. Inside our offices, you’ll find a friendly and collaborative group of highly creative professionals all striving for the same goals: to create brilliant work and exceed expectations every step of the way.
Interested in working alongside industry experts on some of the best known International, UK & Irish brands? Enjoy a flexible, collaborative and stimulating work environment? Ready to drive your career forward with an ever-growing, innovative company? Then this is the place for you!
Who we’re looking for:
A motivated individual who takes initiative and possesses excellent organisational and communication skills. You will be based front of house at the Ardmore Group offices, alongside our Receptionist.
Duties:
Personal Assistant to Managing Director, Ardmore Advertising
1. Proactively and efficiently assist the Managing Director (MD) of Ardmore Advertising, and as required, the Chair and CEO of the Ardmore Group, with all aspects of day to day business operations.
2. Proactively monitor and manage the MD’s e-mails and correspondence, in close liaison with the MD, to include drafting emails for MD’s review, bringing urgent matters forward via phone/in person as appropriate, and ensuring that emails are archived safely and efficiently, allowing for easy retrieval.
3. Efficient planning and coordination of the MD’s diary and travel arrangements, in close liaison with the MD, to include all logistical and practical requirements, and anticipation and resolution of any potential problems. Proactively monitor industry events and arrange bookings for MD, sharing with senior colleagues on behalf of the MD as appropriate, and ensuring attendance is in line with business priorities.
4. Filter requests and communications to MD, and, as required, liaise with Executive Assistant and senior colleagues for support regarding priorities and commitments. Ensure that appropriate information is shared with relevant colleagues, and, where applicable, clients and contacts, and actions followed up and status proactively reported to MD, and, as relevant, the CEO via Executive Assistant.
5. Proactively manage day to day administrative tasks for the MD to include timesheet completion, CPD logs.
6. Research and collate information, assist with preparing documents and presentations to a high standard, to include assistance with proofing.
7. Develop and maintain excellent professional relationships with existing and new clients and associates of the Ardmore Group, and with all Directors and colleagues.
8. Provide operational and administrative support to the Executive Assistant to the Chair and CEO, and the Ardmore Group Boards of Directors as required.
9. Be proactive, flexible and able to work well under pressure and deal with new challenges as they arise.
10. Commitment to confidentiality, discretion, tact and integrity.
Front of House/Office Administration (working alongside Receptionist)
1. Working with Receptionist in support of shared front of house/hospitality management tasks, to include morning and evening routines and ad hoc requirements.
2. Working with Receptionist in support of shared administrative tasks to include travel bookings, event bookings, fire safety, ISO administration, facilities and systems.
3. Ensuring Reception desk is covered while meeting rooms are being set up and cleared down, support with same as required, to include coordination of logistics – room set up; IT set up; catering; basic cleaning.
4. Providing a warm and friendly personalised welcome to visitors.
5. Dealing with calls and other queries received by phone, email and in person.
6. General office support to include courier bookings, taxi bookings, postage, basic administration and miscellaneous errands.
The job description is not to be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended in the light of the changing needs of the business.
What you need:
Essential
Qualifications/Attainments
High level of proficiency in Microsoft Office Suite including Outlook, Word and Excel
Relevant Experience
At least 2 years’ experience in a busy office environment
At least 2 years’ experience in a similar role
Special Aptitudes
Excellent interpersonal communications skills, written and oral
Excellent organising and planning skills, with the ability to multitask and prioritise
Excellent administrator with very strong attention to detail
Proactive approach and ability to work on own initiative
Flexible approach with ability to work and cope with tight deadlines
Proactive team player
Disposition
Confident, well presented, professional approach to work
Proactive, enthusiastic and dependable
Interrogative, target focused, and results driven
Circumstances/Interests
Flexible and ability to work outside of normal hours
Desirable
Qualifications/Attainments
Qualification related to role of Personal Assistant
Relevant experience
Experience in a marketing/advertising environment
Experience of supporting senior teams
Additional information:
Closing date: the closing date for CVs will be Monday 7th April at 5pm. Late CVs will not be considered. Please email your CV along with your monitoring form to
Shortlisting: only candidates who clearly demonstrate how they meet the essential criteria will be shortlisted. The panel reserves the right to apply all or part of the desirable criteria at the shortlisting stage.
Reserve list: a reserve list of candidates may be maintained for the purpose of any similar vacancies (temporary or permanent) that may arise within 12 months of this recruitment process.
Employment offer: any employment offer is subject to satisfactory completion of two employment references, proof of right to work in the UK and proof of any required qualifications.
Ardmore Group companies are equal opportunities employers and welcome applications from all sections of the community. All appointments will be made on the basis of merit.