Team Assistant and Office Coordinator

Company Description

We’re a values-based business built around a philosophy of DO | FEEL | THINK. For our people, it encourages them to DO IT, to FEEL BELONGING and to THINK INDEPENDENTLY, creating a vibrant environment where our people can do the best work of their careers. We use DO | FEEL | THINK to inspire our clients too. We want clients to show their values to the world through the acts they create digitally and in real life, helping to generate greater emotional connection with their products and brands, and creating audience relationships built on true Belief.

How do we do it? By connecting the modern key Belief drivers of PR, Sustainability, Employer Brand, and Digital Influence – all crucial to helping businesses win in our increasingly values-based world. It all adds up to a vision of creating a progressive and connected creative agency that helps clients find new ways to grow.

Our Commitment
Diversity and inclusion is a core part of who we are ’re committed to building an inclusive culture that encourages, celebrates and supports our wonderfully diverse employee group – whatever their age, gender identity, race, sexual orientation, physical or mental ability or ethnicity. Diversity and inclusion doesn’t just fuel our creativity and innovation, it brings us closer to our people and audiences.

We will continue to strive to create a culture and environment where everyone feels empowered and more importantly comfortable enough to bring their full, authentic selves to work.

About the Role

We are looking for a proactive, highly organised Team Assistant & Office Coordinator who thrives in a fast-paced environment. This is a pivotal role supporting our Business Lead and Managing Partners while helping shape a vibrant, inclusive and high-performing office culture.

You will work closely with the Executive Assistant and build strong relationships across the business, acting as a trusted partner to senior leaders and a go-to person for the wider team.

The ideal candidate is solutions-focused, confident working at pace, and naturally builds strong working relationships with stakeholders at all levels.

Key Responsibilities

• Coordinate meetings for the Business Lead, ensuring priorities are reflected and schedules run efficiently. Proactively identify conflicts or challenges and implement practical solutions.
• Work closely with the Senior EA and EA to ensure management meetings are scheduled quickly, efficiently and in line with business priorities
• Build and maintain strong relationships across internal teams, clients and Groupe networks, acting as a key communication connector.
• Ensure compliance with all relevant internal policies and external regulations, including Publicis Groupe procedures.
• Support meeting preparation, including agenda coordination, presentation materials, note-taking and follow-up actions.
• Organise domestic and international travel arrangements for the Business Lead and Managing Partners.
• Submit and manage expenses and timesheets accurately and in a timely manner.
• Support client meetings, including room bookings, catering and on-the-day coordination.
• Prepare decks and materials for company meetings, liaising with key stakeholders to gather information and ensure deadlines are met.

Office & Culture

• Act as the primary point of contact for office-related queries.
• Maintain a welcoming, organised and inspiring office environment.
• Take full ownership of the weekly office shop, managing supplier orders and ensuring costs are accurately tracked across the Practice.
• Champion agency culture, fostering an inclusive and positive workplace experience.
• Lead the Culture Club, owning the planning and delivery of social and engagement events, including summer and Christmas parties and other initiatives throughout the year.
• Manage the inclusion calendar, leading initiatives focused on wellbeing, diversity, inclusion and education.
• Partner with the Talent team to own the onboarding process, creating induction plans and ensuring seamless first-day experiences.
• Serve as the main office contact for new joiners, continuously improving the onboarding journey through creative ideas and feedback.
• Work…