Executive Assistant & Office Manager

About WPP Production

We are WPP Production - the unified global production company that brings together all of WPP's content producers, studios and craft experts into one connected organisation. We combine world-class human craft with next generation technology to originate, design, and deliver multi-channel content systems at scale. Built for borderless collaboration and powered by deep craft expertise, we are the production engine designed for today's always on, AI driven marketing world.

About WPP

WPP is the trusted growth partner for the world’s leading brands. We unite cutting-edge media intelligence and data solutions, world-class creativity, next-generation production, transformative enterprise solutions and expert strategic counsel in a single company - powered by exceptional talent and our agentic marketing platform, WPP Open, to help our clients navigate change, capture opportunity and deliver transformational growth. For more information, visit WPP.com.

A Hybrid working model

We believe the best work happens when we're together, fostering creativity, collaboration, and connection. That's why we’ve adopted a hybrid approach, with teams in the office around four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.

About the Role

We are looking for a highly organized, proactive and hands-on professional to join our team as Executive Assistant & Office Manager. This is a multifaceted role combining high-level executive support to the Regional CEO and the regional lead team, with responsibility for the day-to-day management of the office, facilities and general managerial matters.

The Executive Assistant will act as a trusted partner and key point of contact for the Regional CEO and regional local-based team, helping to manage priorities, coordinate stakeholders and ensure that key matters are followed through effectively.

In parallel, the role will take ownership of the smooth and efficient operation of the workplace, coordinating internal stakeholders and external providers across office management, facilities, health & safety and general office functional matters.

This role requires someone who is highly organized, proactive, solution-oriented and comfortable working independently in a fast-paced environment, with the ability to manage multiple priorities and anticipate needs.

Key Responsibilities

1. Executive Assistant

Provide comprehensive executive and organizational support, acting as a trusted partner and helping ensure that priorities are effectively managed and followed through.

• Manage issues related to calendar, meetings, appointments and priorities.

• Coordinate internal and external meetings, including logistics, preparation and follow-up.

• Organize business travel, accommodation and itineraries.

• Prepare and coordinate meeting materials, presentations and relevant documentation.

• Manage correspondence and administrative follow-ups.

• Coordinate with internal teams and external stakeholders to ensure that all priorities and commitments are followed through.

• Track actions, deadlines and follow-ups resulting from key meetings and initiatives.

• Handle sensitive and confidential information with a high degree of discretion.

• Anticipate needs and proactively identify potential issues or upcoming requirements.

• Help the Team stay organized and focused by ensuring that relevant information, meetings and follow-ups are appropriately coordinated.

   

2. Office Management

Take ownership of the day-to-day operation of the office, ensuring that the workplace is functional, professional, well-organized and aligned with the needs of employees and visitors.

• Oversee the day-to-day management and smooth running of the office.

• Coordinate office supplies, equipment, services and general workplace needs.

• Act as the main point of contact for office-related matters and issues.

• Manage relationships and day-to-day coordination with landlords, building management and external service providers.

• Coordinate maintenance, repairs and other office-related requirements.

• Monitor service quality and ensure that issues are followed through to resolution.

• Coordinate office events, meetings, visits and other workplace activities.

• Support office moves, refurbishments and other workplace projects when required.

• Coordinate with internal teams such as HR, IT, Finance and Legal on matters affecting the workplace.

3. Facilities, Health & Safety

Coordinate facilities and workplace health & safety requirements, working with the relevant internal stakeholders and external specialists.

• Coordinate facilities management activities and ensure the workplace is properly maintained.

• Act as a key point of contact for building and facilities-related matters.

• Coordinate maintenance, inspections, repairs and other facilities requirements.

• Coordinate health & safety requirements, documentation and related activities.

• Ensure that relevant inspections, certifications, maintenance and compliance activities are properly scheduled and followed up.

• Coordinate with external health & safety specialists, security providers, building management and other relevant vendors.

• Support the implementation and maintenance of emergency procedures and workplace protocols.

• Follow up on incidents, issues and corrective actions related to workplace safety and facilities.

• Ensure that relevant documentation and records are maintained and up to date.

What We're Looking For

• Previous experience as an Executive Assistant, Executive Assistant to C-level, Office Manager, Workplace Manager or in a similar role.

• Demonstrated experience supporting senior executives, ideally at C-level.

• Experience managing office, facilities or workplace-related responsibilities.

• Strong organizational and time-management skills.

• Ability to manage multiple priorities simultaneously and work independently.

• A proactive and hands-on approach, with the ability to identify what needs to be done rather than waiting for instructions.

• Strong attention to detail and excellent follow-through.

• Excellent communication and interpersonal skills.

• Ability to build effective relationships with senior stakeholders, employees and external providers.

• High level of discretion and confidentiality.

• Strong problem-solving skills and a practical, solution-oriented mindset.

• Bilingual English and Spanish.

• Good proficiency with Microsoft Office / Google Workspace and other common workplace tools.

Why work here: 

At WPP Production, you’ll help shape the future of content production at a truly global scale. We bring together world-class talent, cutting-edge studios, and advanced technology to solve some of the most complex creative and production challenges in the industry. You’ll work in a collaborative, borderless environment where craft excellence is valued, innovation is encouraged, and AI and next-generation tools are used to amplify not replace human creativity. With access to diverse projects, global career opportunities, and the backing of WPP’s unmatched network, this is a place where you can grow your skills, make real impact, and create work that performs for every audience, across every channel, at every moment.

Inclusion and Impact 

WPP is an equal opportunity employer and considers applicants for all positions without discrimination or regard to particular characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.

Data

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Please contact [email protected] if you need the job advert or form in another format.