PA Training Coordinator Team Assistant - Issues Crisis MATERNITY COVER

Profile

Description
Position at Hill Knowlton Strategies
JOB TITLE: PA, Training & Team Assistant – Issues & Crisis - (MATERNITY COVER)
Are you an energetic, friendly, organised and self-motivated person, looking for a new role in a global PR agency supporting one MD and one Director within a fast growing team? Collaboration, positive thinking, and ambition are some of the main focuses on this team!
ABOUT US:
H K is one of the leading global communications agencies, always in beta - always changing. We are the first and only large agency to structure itself around sectors to deliver deep industry knowledge, supported by specialist areas of ideas and strategy, content creation and publishing.
OUR OFFICES:
In the Hill & Knowlton Strategies, UK we employ over 300 people and our stunning Clerkenwell offices run over two floors, encompassing a beautiful roof terrace and bar area, that is a great spot for client meetings and socialising with the wider agency. 
DE&I:
At
Hill & Knowlton Strategies we pride oversleeves on creating a diverse and inclusive culture where everyone belongs.  As a company and as co-workers, we are building a workplace where everyone can reach their full potential.  We are an inclusive employer and are happy to consider flexible working arrangements.
ABOUT CAA:
The Corporate Affairs Advisory practice is led by Tanya Joseph and comprises around 30 people who between them specialise in corporate affairs, public affairs, employee engagement, issues and crisis management and D,E I. We sit in the heart of the UK business, collaborating closely with colleagues in the UK and globally.
KEY RESPONSIBILITIES:
This is a pivotal role in the practice. You will be supporting the work of two senior leaders, the Global Crisis Lead and the Director of Training. The ideal candidate will be very organised, a good time manager, have excellent communication skills and the resilience to be a robust gatekeeper.
Provide comprehensive PA support to the Global Crisis Lead including extensive pro-active diary management, organising meetings and appointments (internal and external) and preparing any relevant information for meetings. Preparation of expenses, invoice approvals and other finance requests. Proofing of documents, formatting in Word, Excel, PowerPoint
Support logistics for client meetings and agency events. Proactively manage all invitations and attendee lists, organise meeting rooms, necessary refreshments and equipment as required; coordinate and collate relevant documentation/agendas in advance and provide support on the day, ensuring that all clients and external guests are looked after
Liaise with Business Development team on speaking engagements, new business opportunities, industry events etc
Act as company ambassador when dealing with external stakeholders, head-hunters, industry peers and senior client contacts
Take initiative for offering proactive support to MD and Director of Training
Liaise closely with other PA in the team re other joint CA A work projects / meetings etc
Develop and maintain excellent working relationships with Sector MDs and other senior management and support staff, trusted with highly confidential information using discretion and diplomacy at all times
Liaise with other support teams as required e.g. IT, Legal, OM & Facilities and HR, in order to meet the needs of the business
Occasional management of domestic and international travel for Global Crisis Lead and Director of Training (collating in-depth and cohesive supporting documentation, schedules and itineraries as necessary and booking catering/organising VISAs/transport/flights as required
Be across all training finances including, keeping the training tracker up to date, non/ billable numbers, estimators for job, PO’s from clients, PCF’s, IOPF’s IDPIFs, assist Director of training with fee Recs at the end of each month.
Working with Trainer on various requests which include, amending training material; proposals, creds, decks, agendas, training questionnaires, example materials, costings, preparation of post course notes and video clips and sending material to clients. PTQ’s – keeping record of positive feedback for creds. Creation of training packs for f2f client sessions
Client coordination - initial information for training spec, dates, participants, costs
Preparation of NDA's, briefing docs, preparation of SOW's
Global training coordination - Worldwide H K practices, supporting the trainers with materials and client information as H K London is a central hub i.e. annual training programmes
External support – booking journalists, cameramen
Organising lunch and refreshments for f2f training sessions
Team support includes, point of contact or information on I C inquiries. Weekly meetings with team and preparing meeting notes, new biz tracker for Global Crisis Lead
Arranging all internal and external H K team meetings with clients, oversee everyone can attend and update them if not or rearrange accordingly
Making sure the team click groups/meetings is up to date with the correct people
Booking team gatherings/socials
Finances, setting up job numbers, estimators for billable jobs for team, creating PO’s and IOPF’s, IDPIF’s on behalf of team members as necessary, running Maconomy reports
Chasing clients for POs / internal clients for IDPIFs
Arranging IOPFs to pay our network partners
Keeping the training tracker updated
Raising non billable job codes
Creating internal estimators for projects and sharing with finance alongside POs and other documents to get billable job codes  
Creating scopes of work where needed, with input from Briar
Room and camera person booking
Occasional document formatting / proofing
Support to check jobs for fee recs
Creation of client folders, filing of client notes, amends to biogs, research outsourcing
KEY H K BENEFITS
28 days annual leave
Comprehensive health insurance (Bupa)
SMART pension scheme
Heavily subsidised on-site bar
WPP employee discount scheme
Group life assurance scheme
Enhanced maternity paternity scheme
Vouchers extra day’s holiday for key milestone anniversaries
Our dedicated interactive training academy - ‘The Hub’
To apply for this amazing opportunity, please send your CV and covering letter to
[email protected]
Head of Talent Acquisition at Hill & Knowlton Strategies
Apply

Company info

Sign Up Now - TrainingCrossing.com