Personal Assistant
ViacomCBS
London, UKThis was removed by the employer on 2/20/2019 5:55:00 AM PST
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Full Time Job
PERSONAL ASSISTANT (22 MONTH FIXED TERM CONTRACT)
JOB SUMMARY
The London-based Commercial team is the primary commercial link between the UK’s major media and distribution companies and Viacom’s core brand groups – Nickelodeon, MTV, Comedy Central and Channel 5. The Commercial team also contributes to major commercial initiatives across Nordics, Russia, CEE and Israel, in conjunction with Viacom’s local teams in those regions. The team is accountable for devising, initiating, progressing and reacting to revenue opportunities at the intersection of these geographic markets and Viacom’s brand group activities. As such, the team’s activities can be time-pressured and involve complex logistical planning covering different territories, different third party companies and different Viacom brand stakeholders. This role supports the VP, Commercial and Content Distribution on managing the scheduling and ongoing prioritisation of these initiatives. Additionally, the candidate will have an active role in contributing to the success of two MTV events, Isle of Malta in July and the European Music Awards in November each year.
KEY RESPONSIBILITIES
Accountabilities and Responsibilities – Commercial Team:
• Organise all local and international meetings arranged by / on behalf of the VP; providing follow-up where necessary
• Understanding the VPs’ priorities as they change from week to week and to help them to deliver on them
• To be an ambassador for the VP, dealing with all matters proactively and efficiently, seeking input from the VP as needed
• Co-ordinate diary, managing time effectively and intelligently
• Organise meetings (participant availability, meeting room booking, relevant equipment and picking up of guests from reception and providing refreshments)
• Manage travel and attendance at key markets and functions
• Organise all business travel locally and internationally; liaise with travel companies, arrange flights, currency, hotels and provide complete itineraries
• Organisation of passenger cars and couriers
• Responsible for all filing and administration to include regular re-organisation and archiving to reflect the continuously changing needs of the media environment; ordering or stationary, ensuring cupboards are stocked and tidy
• Responsible for general office administration such as dealing with invoices/PO’s; ensuring they are coded correctly and processed for payment, faxing, photocopying and binding, keeping database up to speed, and liaising with the finance dept/suppliers to rectify any problems;
• Deal with and respond to correspondence as and when directed
• Manage Expenses Claims and track payment by Finance Department
• Arrange and manage social events / activities as needed
• Any other reasonable duties as directed
Accountabilities and Responsibilities – MTV Events:
Isle of MTV [February – July]
• Co-ordination with regions for attendees to the events
• Planning Tracker; co-ordination of all project elements: travel itinerary / merch / ticket allocation / hotel rooming lists / contact sheet
• Support on budget; p.o.’s / invoices / tracking
• Research & production of brand merchandise
• Support on artwork / printed materials for the trip
• Liaison with Malta event company
• OTG client hospitality support; travel / attendee co-ordination
• Travel booking for UK Affiliate Marketing guests (approx. 10)
EMAs [July – November]
• Co-ordination of travel for all 100 comp winners via UK Cluster regions
• Point of contact for enquiries for UK Cluster teams
• Liaison with regions for affiliate competitions: PR’s, event info, logos, itinerary etc…
• Liaison with Int’l for travel OTG
• Budget support; p.o’s / tracking / finance updates
• OTG comp winner management: dist of tickets / travel co-ordination of winners from hotels to pre party to main event and back to hotels
Person Specification:
• Proven solid experience in a pressured, commercially-focused environment
• Is resilient; responds well to pressure and thrives in a busy environment
• Able to prioritise and cope efficiently and calmly with a heavy workload, and to seek help from VP if overloaded
• Results driven with proven experience of dealing with a wide range of issues and situations confidently and effectively
• Computer literate – excellent knowledge of Microsoft Office essential, strong PowerPoint and Keynotes experience
• Excellent administration, secretarial and organisation skills
• Outstanding communication skills, approachable manner and the ability to deal with employees and management at all levels, displaying diplomacy, discretion and sensitivity where needed
• Pro-active nature with a positive, ‘can do’ attitude and a dedication to providing a first class support service
• Flexible nature necessary (may need to work late, during weekends & remotely on occasion)
• Friendly, intelligent, energetic, helpful, assertive
• Good sense of humour essential!
ROLE-SPECIFIC SKILLS/ATTRIBUTES
Viacom Core Competencies:
Interpersonal Skills
• Communicates and Listens
• Builds Relationships
• Influences and Negotiates
Personal Effectiveness
• Takes Initiative
• Manages the Work
• Composure and Flexibility
• Acts with Integrity
Thinking and Problem Solving
• Develops creative products and solutions
• Judgment and analysis
• Thinks strategically
Management and Leadership
• Displays resilience
• Communicates effectively with employees
• Creates a positive and inclusive working environment
• Defines, directs and delegates work
• Develops people through feedback and coaching
VIMN Values:
• Creative Excellence
• Integrity
• Passion & Optimism
• Teamwork & Transparency
• Citizenship
• Flawless Executive
• Innovation
• Accountability