Senior Project Manager, New Business

EA to Managing Director, Japan

Part of The Weber Shandwick Collective (TWSC), we’re the earned-first global communications agency, led by world-class strategic thinkers and creative activators. We create shared and sustainable value for businesses, people, and society. We energise the right mix of talent, using the right platforms and latest technology to choreograph stories that make a real and meaningful impact for some of the world’s leading brands and businesses. 

Our game-changing work is recognised by some of the most prestigious industry awards bodies, and we have won more than 135 Lions at the Cannes Lions International Festival of Creativity. We’re also PRWeek’s 2024 Global Agency of the Year as well as being listed on the Ad Age A-List 2024 and Fast Company’s Most Innovative Companies 2024. 

 

Overview

We are seeking a bright and motivated Executive Assistant with a proven track record and a passion for excellence to support our Managing Director in Japan, including responsibilities related to internal communications.

Responsibilities: 

• Manage MD’s calendar and schedule, including arranging external and internal meetings with colleagues, clients and business partners, and optimizing their access to MD
• Attend weekly and monthly management meetings to take minutes
• Support administrative tasks around client service, working closely with Team Leaders to consolidate critical information and action items
• Research and reserve venues for business meetings and entertainment per MD request
• Input time in internal time record system on behalf of MD in a timely manner
• Processes expense claims in a timely manner
• Arrange seasons greetings and gifts for colleagues, clients and business partners per MD request
• Keep MD’s contact list up to date throughout the year
• Act as point of contact for various corporate memberships, creating purchase orders, processing invoices, and ensuring registration information is up to date

Internal Communications

• Planning, organizing, and providing support for town hall meetings and kickoff events and company parties.
• Crafting and distributing impactful press releases while fostering and maintaining strong media relationships.
• Strategically managing and optimizing the use of social media platforms to enhance brand presence.
• Overseeing the development and maintenance of the corporate website and other corporate communications materials.
• Driving internal communications efforts, including the regular publication of engaging internal newsletters to strengthen team alignment and engagement.

 

Requirements:

• More than 5 years’ experience in EA or secretarial work in a multinational environment
• Good communicator, with ability to convey information accurately to internal and external stakeholders
• Professional and discrete in handling confidential information
• A proactive problem-solver with interest in business AI tools to streamline the MD’s workflow and approval processes
• Business level Microsoft Excel, PowerPoint and Word. (Familiarity with SharePoint a plus.)
• Business level English and native Japanese

 

Weber Shandwick is proud to be an equal opportunity employer. We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

#LI-LW1

 

What You Will Do:

• Manage work schedules and domestic/international travel for Executive
• Schedule conference calls and video meetings with domestic/international employees
• Executive protocol work at events, etc
• Phone and external visitor response
• Expense and slip processing
• Personal assistance tasks
• Project management and other administrative affairs
• Other duties to support the executive

What You Will Need:

• At least 5 years of executive assistant experience
• Fluent in English communication skill to communicate with overseas employees (speaking, writing, reading, etc.) 
• Ability to utilize OA
• No disqualifications for overseas business trips
• Available to work in Seoul, Korea

 

#LI-YL1

Note from the team

Weber Shandwick is proud to be an equal opportunity employer. Weber Shandwick is committed to building a culture where all employees are seen as equal, are respected and where all opinions are heard. We take pride in our inclusive hiring, as well as our diverse workforce and we welcome applications from all qualified candidates.

Personal data held by Weber Shandwick relating to employment applications will be used in accordance with our Privacy Statement, which is available on our website.

Due to the large number of applications received, we apologize if we are unable to provide a response or feedback on unsuccessful applications. We appreciate the time taken to apply for the role and your recent interest in Weber Shandwick.

 

Who is Weber Shandwick? 

We create cultural value and help brands navigate the ever-changing age of earned: an age where consumers actively say no to advertising; an age where everyone is an influencer that can make or break your brand; an age where content can be turned into commercial opportunity.

Our talented team builds brands by finding connection points in the real world. We energise the right mix of talent, using the right platforms and latest technology to choreograph stories that make a real and meaningful impact for some of the world’s leading brands and businesses such as HSBC, Unilever and eBay to name a few.  

We earn affection, attention, affinity, and purchase by delivering value to people around the world, with deep specialisms spanning technology, entertainment & lifestyle, and energy. We are known for:  

• Developing data driven insights and strategies to drive measurable impact 
• Creating impactful campaigns that tap into culture  
• Creating channel and platform agnostic campaigns that grow organically
• Delivering integrated campaigns that are earned-first but deliver for paid and owned

What’s happening?

We’re hiring for a Senior Business Affairs Manager to join our team in London. This role would suit someone that’s currently in a Business Affairs or Project/Programme Management position.

You will work closely with our existing accounts, project, operations, and legal teams to add more senior capability, both to over-see and make changes to how we work.

This role will enhance the delivery of our work, with key focus areas being accurate documentation, and looking at how we are organised to deliver. Whilst this is predominantly an internal-facing role, some client management may be necessary when acting as a point of escalation. Internal stakeholder management is key.

Ideally, you’re a problem solver, a self-starter, a multitasker, and a quick thinker with a level head and excellent people skills. This important role will keep you on your toes with varying day-to-day work that is both fun and challenging. 

 

What will you be doing?

• Applying agency best practices to autonomously create and drive a process for seamless delivery across all work 
• Reviewing client SOWs and third-party contracts for suppliers / vendors.
• Supporting the teams on vetting, negotiating and contracting third parties, with keen attention to risk management
• Summarising client terms as they apply to suppliers
• Populating/checking standard form contracts
• Bridging the gap between the Account and Creative teams with Operations and Legal, ensuring all work is of the highest quality before going for review
• Identify areas where teams need additional clarification or guidance and create appropriate guidelines and materials
• Setting in place clear guidelines and boundaries to work to
• Work with financial Business Manager to identify areas of efficiency
• Maintain oversight of all client work streams in the Consumer practice to ensure consistency, knowledge sharing, and accurate financial reporting
• Identify and flag discrepancies in plans, demonstrating an understanding of how to efficiently address them and remove hurdles
• Prepare materials for contributing to resourcing meetings
• Proactivity build strong, positive relationships with team members at all levels, and act as a widely-known, helpful resource and problem solver

 

Who are you?

Qualifications:

• Significant experience in an agency or production environment
• Previous experience working in a similar programme management / business affairs role
• Proficient with Microsoft Office and Project Management tools
• Solid understanding with proven track record of contracting and negotiations
• Solid understanding of and familiarity with agency process and project lifecycles

Key skills:

• Be a strong hands-on individual that can organise and operate with multi-faceted teams
• Possess strong sense of curiosity, solution-oriented mentality, and critical thinking skills
• A proven upbeat, enthusiastic and self-starter attitude with the ability to inspire and motivate a variety of team members
• Commercially aware with good attention to detail
• Good negotiation skills and comfortable managing senior stakeholders
• Be able to correctly prioritise, with the ability to manage multiple workstreams from beginning to end
• An adaptable attitude and ability to think laterally

Core Benefits:

• Private medical insurance
• Group life assurance
• Group income protection
• Personal pension plan
• Employee Assistance Programme

Flexible Benefits:

• Buy or sell holiday
• Additional life assurance cover
• Critical illness insurance
• Personal Accident Insurance
• Dental insurance
• Travel insurance
• Health screening
• Gym discounts
• Cycle to work scheme
• Health cash plan
• Flexible working with our 3:2 hybrid work model
• 4pm Friday finish
• Equivalent of $250 USD for new joiners on 6 month + contract to support home working setup
• 25 days’ annual leave (in addition to public holidays) plus 2 volunteering days, birthday day off work and discretionary festive closure
• Flexible public holidays 
• Sweets and snacks in the office
• Exclusive shopping discounts and perks
• Headspace membership
• Annual eyecare voucher
• Season ticket loan
• Referral bonus scheme
• Long service bonus
• Enhanced family leave
• Inclusive and invisible health policies

Note from the Talent Team:

We  appreciate the time take to apply for the role and your recent interest in Weber Shandwick. We will review all applications within five working days and be in touch with those who have been shortlisted to the next stage. Unfortunately, due to volume we are not able to get back to everyone individually so if you have not heard back from us unfortunately you have not been successful on this occasion and wish you all the best in your search.

At IPG DXTRA we are proud to be a Disability Confident Employer. We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

#LI-LW1