Executive Assistant

Executive Assistant | PHD Aotearoa
What makes PHD a leading agency and a great place to work is a focus on our people. We are both proud and lucky to have some of the nicest, cleverest, most passionate and funnest people in the industry in our agency. Alongside our people we have an amazing collection of brilliant clients that we really enjoy doing great work with.
We aren't a typical media agency. We believe in creativity as much as creative agencies. We don't just book ad space we merge great thinking, planning and buying with the latest technologies, data, and knowledge of human decision making to deliver effective solutions for our clients each and every brief. We don't like to gloat but it's nice to have won a lot of awards over the last few years including a few agency of the year awards.
We are a part of Global Marketing Company Omnicom Media Group (OMG) and encompass three integrated communications agencies covering media, digital, PR, social media, content and activation.
About the role
We are looking for an Executive Assistant to join the agency, a crucial role to the overall running of the agency, connecting the CEO, Operations Director & Managing Director with the Executive Team, Leadership team, our clients, media partners and the wider agency - this connection is imperative in the smooth operation of the agency. You will be a vital part of the Executive team, ensuring meetings are taking place and offsites are scheduled throughout the year.
- Active day-to-day diary management for the CEO and MD with the ability to prioritize and plan busy schedules
- Coordinate with clients and media partners' EAs to coordinate meetings and events.
- All aspects of travel coordination - domestic and international.
- Events management for internal staff events but also for our clients such as our yearly conference with the help of our Receptionist/Office Manager.
- Responsible for office fit outs, refurbishment projects with the help of the leadership team.
- Developing and executing annual marketing initiatives.
- Meeting room set up, audio visual requirements and catering prepared for meetings
- Managing client and staff gifts in conjunction with the Front of House/Office Manager.
- Ensure contribution and support with all agency cultural initiatives e.g. Wellness and Environmental initiatives.
- Manage Receptionist/Office Manager.
- Attend to administrative support, presentations and other ad-hoc EA duties.
- Collate and process expenses monthly.

Required Skills and Experience
- At least 2 years of EA/PA role with experience of managing a busy Executive team.
- Previous experience in a role which involved marketing and events management.
- Excellent written and verbal communication skills, ability to deal with a wide variety of stakeholders and adapt your communication style.
- Confident in making decisions and prioritising and not be put off by change.
- Collaborative team player

This is a full-time position, 37.5 hours/week - however we would look at making this position part-time, with a minimum hours of 30 hours/week.
So why PHD you say?
Community & Culture
PHD has an amazing culture thanks to our people and we regularly get together for regular free lunches and barbecues on our sunny deck Your mornings will start with a fresh coffee from our state of the art coffee machine and we always have a fully stocked wine and beer fridge for Friday drinks. We do charity events and go away as an agency to our annual ski, surf or camping trip
Health & Wellness
With Yoga every Wednesdays, discounted health insurance, discounted gym membership options, free life insurance, massages and much more, we offer a comprehensive wellness programme which many benefits to ensure you are happy and healthy, both in and out of work.
Other benefits
At PHD, we are committed to expanding opportunities for all employees without regard to race, colour, religion, gender, age, national origin, sexual orientation, sexual identity, disability, or any other characteristic. Each person is valued for their talents, expertise, experience, and perspective.