Personal Assistant

Overview:

·       The PA to the Directors is an important executive support role within our Business Affairs team, supporting the Founder & CEO, Director of Legal & Business Affairs, and Group Managing Director.

·       This is a primarily office-based role located in King’s Cross, London, Monday to Friday, 10am–6pm. Because the role provides in-person executive support and meeting coordination, it requires a consistent on-site presence and is therefore not eligible for our Agile Working arrangement. Occasional ad-hoc remote working on Fridays may be possible by agreement when diaries allow.

·       You will have at least 5 years’ experience in a similar PA or EA role, ideally supporting multiple senior stakeholders.

·       The PA to the Directors will have experience in:

o   Proven experience supporting senior leadership (CEO, COO, MD, Head of Department-level), managing multiple priorities with minimal supervision

o   Complex diary and travel management, including meeting schedules, domestic and international travel, flights, accommodation, visas

o   High-profile stakeholder management, confident and professional communication with clients, talent, internal colleagues, suppliers, and professional advisors

o   Strong gatekeeping and prioritisation, screening and triaging calls and meeting requests in a professional and friendly manner

o   Meeting management, booking meeting rooms, meeting guests, providing refreshments, creating agendas, taking meeting notes

o   Expense management, scanning and uploading receipts and invoices

o   Excellent written communication, crafting emails, letters, Slack messages, and DMs in a professional, confident, polite and friendly tone

o   Experience handling highly confidential and sensitive information with high-profile individuals

o   Operational support working alongside an office manager/coordinator to ensure that the day-to-day business is running smoothly

o   Supporting event management, such as for Quarterly General Meetings, Director conferences, away days and parties/events

o   Strong experience of using IT applications and software such as Microsoft Outlook, Word, Excel, PowerPoint, Microsoft Teams, Slack and Zoom.

Key Responsibilities:

• Provide proactive, trusted, PA support to the Directors, acting as a calm, organised first point of contact and ensuring their days run smoothly.

• Handle complex diary management across multiple time zones, prioritising and scheduling meetings, and resolving clashes quickly.

• Manage centralised company mailboxes and communications where required, drafting responses, forwarding to appropriate colleagues/teams.

• Coordinate domestic and international travel end-to-end, including itineraries, accommodation, car pick-ups, transfers, logistics, and last-minute changes.

• Prepare for key meetings: building agendas, collating briefing notes and relevant materials, and ensuring the Directors are fully prepped.

• Attend meetings as needed to capture notes and actions, follow up with relevant parties, and keep deliverables moving to deadlines.

• Build strong working relationships with internal teams and external stakeholders, ensuring a consistently professional, friendly and kind experience.

• Handle confidential and sensitive information with discretion, always exercising sound judgement.

• Coordinate leadership moments such as off-sites, team briefings, client hosting, events, and internal meetings, with strong attention to detail.

• Process expenses and invoices promptly using Spendesk.

• This role may occasionally include limited personal support tasks for the Directors (e.g., running a local errand on a particularly busy day), by prior agreement.

• Identify opportunities to improve ways of working, introducing simple processes that save time.

• Share knowledge and support colleagues where appropriate and be open to coaching and feedback to support your own development.

• Proactively flag risks and issues early and know when to escalate (‘report up’) to the Directors or Business Affairs team.

Contribute to our B Corp and ESG commitments by:

• Supporting environmentally responsible practices and identifying opportunities to reduce our carbon footprint.

• Contributing to social responsibility initiatives and supporting diversity, equity and inclusion.

o   Promoting good governance, ethical behaviour and compliance with relevant regulations and industry standards.

o   Staying informed on ESG trends and best practices and sharing insights to support continuous improvement.

Qualifications & Skills:

• Minimum of 5 years’ experience in a PA or EA role, ideally supporting multiple senior stakeholders.

• Excellent communication and interpersonal skills, confident with senior internal and external stakeholders.

• Exceptional organisation and time-management skills, with the ability to juggle competing priorities and work at a fast pace.

• Strong attention to detail and a high standard of written work (emails, documents, meeting notes).

• Discreet and trustworthy, with proven experience handling confidential and sensitive information.

• Proactive and solutions-focused, able to anticipate needs and take ownership without being asked.

• Calm under pressure, resilient and adaptable when plans change at short notice.

• Strong judgement and decision-making, with the confidence to challenge and prioritise appropriately.

• High level of professionalism and diplomacy, with a natural service mindset.

• Confident using Microsoft Outlook, Word, Excel, PowerPoint, Microsoft Teams, Slack, Zoom.

• Competent with expenses, invoicing, travel booking and basic admin processes; comfortable building simple trackers and improving systems.

• Flexible and willing to support occasional out-of-hours requirements when business-critical.

Personal Attributes:

• Passionate about entertainment, media, music, talent or a client-facing creative business.

• Calm, dependable and resilient under pressure, able to stay one step ahead.

• Exceptionally organised with strong prioritisation and time-management instincts.

• Discreet and trustworthy, with high integrity and sound judgement.

• Confident, warm and professional communicator, able to build rapport quickly.

• Naturally service-minded, takes pride in making things run smoothly for others.

• Solutions-focused and resourceful, enjoys fixing problems and improving processes.

• Adaptable and flexible, comfortable with change and last-minute pivots.

• Positive, can-do attitude with a collaborative team-first approach.

• High energy and curiosity, keen to learn and grow in a fast-paced environment.

• Creative thinker with strong problem-solving skills.

• Able to work to tight deadlines and manage multiple moving parts at once.

Insanity is committed to fostering a workplace culture that values diversity, promotes equity and champions inclusion. We are committed to building a workplace where all individuals are respected, valued, and empowered to succeed.

If you require any reasonable adjustments during the recruitment process, please let us know.

Due to the requirement for consistent on-site executive support, this role is exempt from our Agile Working policy. Occasional ad-hoc remote working may be possible by agreement when diaries allow.