Executive Assistant

Named Ad Age Best Places to Work for 11 years in a row and Fast Company Best Workplaces for Innovators since 2022, PMG is a global independent marketing services and technology company that seeks to inspire people and brands that anything is possible. Driven by shared success, PMG leverages business strategy and transformation, creative, media, and insights—as well as its proprietary operating system, Alli—to deliver cutting-edge digital solutions and innovative media strategies.

Our team comprises over 900 employees globally, and our work for ambitious brands like Apple, Nike, Sephora, Experian, Therabody, Best Western Hotels & Resorts, Creed Fragrances, BNY, Intuit, CKE Restaurants, Travelex, and Whole Foods spans 85+ countries.

As Executive Assistant to PMG’s EMEA President, you’ll partner closely with a thoughtful, dynamic leader whose strengths lie in client engagement, deep understanding of the traditional media ecosystem, and storytelling.

You’ll play a critical role in enabling his effectiveness - ensuring his time is well managed, his commitments are coordinated, and he is consistently prepared for internal and external engagements.

You will act as a trusted and reliable extension of the EMEA Leadership rhythm, bringing structure, clarity, and follow-through to a fast-moving and externally focused remit.

The goal: to ensure the President’s time is structured, prioritised, and protected - enabling focus on the highest-impact leadership and commercial priorities. You will: 

• Manage a dynamic and evolving calendar, aligning commitments with leadership and commercial priorities.

• Assess incoming meeting requests for purpose, urgency, and strategic alignment.

• Ensure appropriate time allocation, preparation windows, and travel buffers.

• Coordinate scheduling across senior stakeholders and multiple time zones.

• Proactively reduce last-minute changes through thoughtful planning and communication.

The goal is simple: no important meeting feels reactive, rushed, or underprepared.

A central focus of this role is ensuring the President is consistently well-prepared and positioned for success. You will:

• Confirm meeting objectives and intended outcomes.

• Gather relevant background information on clients, partners, or internal topics.

• Prepare clear and concise briefing notes including attendees, context, objectives, and key considerations.

• Ensure meeting details and briefing notes are included within the calendar entry or linked alongside it, particularly for meetings involving partners or clients, so context and preparation materials are easily accessible.

• Coordinate and organise pre-read materials and presentations in advance.

• Schedule preparation time ahead of high-impact meetings.

• Capture meeting notes where required and track follow-up actions.

• Maintain visibility of commitments made and ensure timely progression.

The goal: seamless movement across markets and meetings, where logistics are invisible and friction is minimised. You will: 

• Coordinate complex, potentially multi-stop international travel across markets and time zones.

• Prepare clear, structured itineraries that align meetings, transport, and accommodations efficiently.

• Anticipate and resolve potential logistical challenges proactively.

• Draft and format agendas, leadership updates, and executive communications.

• Coordinate leadership meetings and ensure materials are distributed in advance.

• Track actions and follow-ups to ensure momentum is maintained.

• Help maintain a clear and organised rhythm of communication between the President and key stakeholders.

• The ability to manage complex calendars for senior leaders, balancing shifting priorities and protecting focus time.

• Strong capability in meeting coordination and preparation, ensuring leaders are well briefed and sessions run smoothly.

• Confidence in organising international travel across time zones, anticipating logistical needs and minimising disruption.

• Clear and professional written and verbal communication skills, including drafting briefing notes and executive correspondence.

• A high level of organisational discipline and attention to detail, with the ability to track multiple moving parts simultaneously.

• Sound judgement and discretion when handling sensitive and confidential information.

• Confidence in managing competing priorities and engaging professionally with senior stakeholders.

• Proficiency in Google Workspace and digital collaboration tools (Slack, Zoom, Asana, etc.), using them effectively to support workflow and communication.

• Proactive & Anticipatory – A solutions-oriented mindset, thinking ahead and anticipating needs before being asked. Takes initiative to remove friction, prepare thoroughly, and ensure momentum is maintained.

• Structured & Detail-Oriented – Highly organised and motivated by clarity, strong processes, and well-run operations. Brings discipline to planning, coordination, and follow-through, ensuring nothing slips through the cracks.

• Calm Under Pressure – A positive, steady presence who maintains composure in a fast-moving environment. Brings clarity and confidence to shifting priorities and high expectations.

• Outcome-Focused – Understands the purpose behind meetings, commitments, and leadership activity. Keeps sight of the desired result, not just the logistics, and aligns coordination efforts to meaningful impact.

• Reliable & Trustworthy – Consistent, dependable, and discreet. Exercises sound judgement and can be trusted with confidential information and sensitive dynamics.

• Collaborative & Professional – A connector at heart who builds strong relationships, strengthens collaboration, and represents PMG with integrity and professionalism across all interactions.

Being part of PMG means joining a company culture that’s unmatched in digital. We're dedicated to working hard to serve our employees and clients, delivering value, results, and innovation—which often requires true grit and agility. We believe in taking care of ourselves and each other to continuously improve in every way.

In alignment with our core values to be inclusive and always change for the better, PMG is committed to creating a more diverse and inclusive culture, and we are proud to be an equal opportunity employer. We believe that we only change for the better by bringing diverse perspectives to our company. PMG recruits, employs, trains, compensates, and promotes regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.