Team Assistant

Company Description

Spark Foundry make up part of a thriving global media network and are part of the Publicis Groupe, one of the world’s leading communications groups. We are globally connected with over 8,000 employees in 110 offices across 70 countries.

Who We Are in the UK? 

Spark Foundry, the Acceleration Agency.

We help brands to identify, learn and respond to opportunities faster than the competition.

Every client has an area of their business they need to accelerate, from short-term goals to long-term transformation.

We’ve proven our approach during the most difficult year on record. Now we’re using it to provide a launchpad for their future.

Come be an accelerator with us.

How we accelerate

• Planning: an approach that works in practice rather than theory, arming planners with the ability to create cutting edge campaigns
• Intelligence: a suite of tools that give definitive answers to big questions, and uncovers actionable insights about real people
• Trading: a model built on flexibility and trusted relationships, underpinned with bold guarantees
• Relationships: a culture of asking challenging questions to better understand the brief – we are not a ‘yes’ agency
• People: a strong history of recruiting talent from diverse backgrounds and accelerating their careers

Our Commitment

We are diverse though our experience, people and the clients we look after - and we celebrate that diversity. Our people hold us accountable to our beliefs and via regular surveys and our grass roots D&I team, The Collective, and internal next generation board, Firestarters, we hold regular events and work continually towards generating ideas, initiatives and educating our people to ensure we are a diverse and inclusive agency.

As part of our dedication to create an inclusive and diverse workforce, Spark Foundry is committed to equal access to opportunity for people without regard to race, age, sex, disability, neurodiversity, sexual orientation, gender identity or religion. 

Job Description

The Team Assistant is a key role to keep the team running smoothly through performing key administrative and support tasks in the daily role of the leaders they support and by supporting with critical projects and tasks. 

You will be assisting with: 

• Diary management. Booking in and managing weekly, fortnightly, and monthly key meetings.
• Meeting preparation, organising room bookings, catering, IT & AV support.
• Support, where applicable, in the preparation of presentations. Such as collating content for monthly Company Meeting.
• Operational and team meetings attended, taking minutes and actioning afterwards.
• Assisting with internal events, conferences and client entertainment, including the organisation of Christmas and summer party. 
• Booking travel and organising full itineraries.
• Expenses management.
• Timesheet management for yourself & your executives

The role also involves providing admin support, such as:

• Maintaining and updating key documents by supporting the team to ensure consistency across materials produced by the team
• Managing on time delivery of team projects.
• Working closely with the EA/PA team, picking up on extra tasks when needed.

What are we looking for?

In this role, we're looking for someone who has is comfortable with administrative tasks and can demonstrate the following skills and experience:

• Excellent time management and organisation with the ability to plan, think ahead, be proactive demonstrating keen eye for detail.
• Track record of liaising with different teams and stakeholders and an ability to build relationships both internally and externally. 
• Sound interpersonal skills, with the ability to build relationships with the team, other departments and third-party contacts including clients.
• Have an interest in working around a creatively focused organisation.
• A good team player who is helpful, curious, resourceful, conscientious.
• Proficient IT skills including MS Outlook, Excel and PowerPoint.
• Excellent communication skills.

Additional information

Spark Foundry has fantastic benefits on offer to all of our employees. In addition to the classics, Pension, Life Assurance, Private Medical and Income Protection Plans we also offer;

• WORK YOUR WORLD opportunity to work anywhere in the world, where there is a Publicis office, for up to 6 weeks a year.
• REFLECTION DAYS - Two additional days of paid leave to step away from your usual day-to-day work and create time to focus on your well-being and self-care.
• HELP@HAND BENEFITS 24/7 helpline to support you on a personal and professional level. Access to remote GPs, mental health support and CBT. Wellbeing content and lifestyle coaching.
• FAMILY FRIENDLY POLICIES We provide 26 weeks of full pay for the following family milestones: Maternity. Adoption, Surrogacy and Shared Parental Leave.
• FLEXIBLE WORKING, BANK HOLIDAY SWAP & BIRTHDAY DAY OFF You are entitled to an additional day off for your birthday, from your first day of employment.
• GREAT LOCAL DISCOUNTS This includes membership discounts with Soho Friends, local restaurants and retailers in Westfield White City and Television Centre.

Full details of our benefits will be shared when you join us!

Publicis Groupe operates a hybrid working pattern with full time employees being office-based three days during the working week. 

We are supportive of all candidates and are committed to providing a fair assessment process. If you have any circumstances (such as neurodiversity, physical or mental impairments or a medical condition) that may affect your assessment, please inform your Talent Acquisition Partner. We will discuss possible adjustments to ensure fairness. Rest assured, disclosing this information will not impact your treatment in our process.

Please make sure you check out the Publicis Career Page which showcases our Inclusive Benefits and our EAG’s (Employee Action Groups).