Personal Assistant

Ogilvy was founded in 1948 by David Ogilvy. David created a culture that deeply respects and cares about its people and clients. Our mission is to inspire people and brands to make an impact and we are committed to attracting, growing, and retaining the best talent in the industry. In 2023, Ogilvy was recognised as the most creative and most effective agency network in the world, ranking #1 on WARC’s Creative 100 and Effective 100 lists. The WARC 100 lists act as an industry benchmark for success based on results from the most prestigious global and regional industry competitions. And in 2024, Ogilvy was named Network of the Year at Cannes Lions – the industry’s biggest awards worldwide. Ogilvy Health is the health arm of Ogilvy and provides strategic, integrated communication solutions for our clients, including many of the biggest names in the pharmaceutical industry. We are made up of healthcare communication specialists across the disciplines of medical education and scientific communications; brain sciences; brand promotion; digital and social; strategic planning; public relations and creative/design. We are scientifically grounded and creatively driven.

About the Role  

Would you be described as the 'go-to' person at work, the problem solver, the fountain of all knowledge? Then perhaps you're already a PA!  We're looking for a Personal Assistant to join us to offer dedicated support to our Head of Science & Education, and Head of Medical Education on a 6-month FTC. If you're looking to build upon your expertise and experience within a vibrant, dynamic agency environment where you'll be surrounded by creative people and work, then look no further. 
You will discover that we are a very friendly, non-hierarchical, eclectic team, bound together by a desire to do the best work of our lives.

We offer hybrid working with 2 days in the office (Tues & Weds) and 3 from home or wherever suits you best. Given the nature of this role we ask that flexibility is afforded to accommodate where possible.  

What You’ll Do 

Diary Management 

This role involves lots of proactive and reactive diary management – ensuring efficient use of time in meetings and outside meetings, adjusting on an ongoing basis, as necessary. You'll be comfortable organising and moving meetings, sometimes with little notice, working with the information you have to hand. 

General PA duties 

• Monitor and respond to calls and correspondence as required. Enlisting help of others as necessary.
• Organise and book internal and external meetings, conferences, travel and accommodation.  
• Maintain administrative systems and reports, including generating Excel spreadsheets and PowerPoint presentations.
• Expenses and finance management. 

Meeting support 

• Setting up meetings as required.
• Recording of key actions and development/circulation of minutes for key meetings.
• Assist in following up on key actions relating to Senior Leadership meetings.
• Generation of PowerPoint presentations for key meetings, as necessary.
• Organisation of and inputting ideas for team annual ‘away days’, including venue and logistics management. 
  

Other support 

• Ad hoc projects, including support on new business, pitches and events management.
• Organising staff awards & social events 
• Compiling and managing monthly team comms / newsletter
• Work on special initiatives, defined by the Senior Leadership Team
  

What You’ll Need  

• You'll have solid previous experience gained in a PA or Team Coordinator role
• You're someone who is highly organised, however that looks to you, posts
• You operate with tact and discretion
• Working at pace, you still operate with a high level of attention to detail
• No stranger to spinning a few plates, you're able to switch between different priorities and projects
• You have a clear communication style both written and verbal
• You're not afraid to ask for support or clarity when its required
• A planner and a doer you can plan ahead but also react when needed to the task in hand 

How We’ll Support You 

Ogilvy celebrates its people. Fully. Enthusiastically. Unhesitatingly. We’ll empower you with the tools you’ll need to succeed. We’ll give you the autonomy to seek out new paths and better ways of doing things. We’ll support you with colleagues who are experts in their disciplines, drawn from across the Ogilvy network. And we’ll provide opportunities for you to do work of which you’ll be proud, with people you’ll be proud to call your teammates.  

Benefits 

• 25 days holiday + your birthday off and a paid volunteering day - after 2 years service you can purchase up to an additional 5 days per year
• Enhanced parental leave 
• A generous pension scheme - you pay in 4% we pay 6%, following probation contributions are matched up to 10.5% (17.5% in total)
• Choose from either Private Medical Cover (Bupa) OR Dental cover OR a monthly leisure allowance of £45 to spend on your health & wellbeing 
• A fantastic Employee Assistance Programme provided by Telus which offers brilliant support, expert advice and specialist counselling
• Help @ Hand by Unum - quick, free access to a remote GP, mental health support, physio or a medical 2nd opinion
• Free 1-2-1 Coaching - online coaching for your professional or personal growth provided by Thrive Partners
• A comprehensive Learning & Development programme