Role: PA to Co-CEO

Location: London or New York

Department: Time Out Market

Reporting to: Co-CEO, Time Out Market

Contract: Full time 

Role Overview

Time Out Market is seeking a polished, well-rounded and sharp personal assistant to provide administrative assistance to the Co-CEO. This role includes interaction and coordination with all staff across the business, as well as clients and partners across the world. The team assistant will be skilled in providing seamless day to day support, travel and diary management will be large part of this role.

You will be a gatekeeper as well as being the point of contact for direct reports, and must be comfortable working across multiple time zones and managing back to back and ever changing meetings.

Key Responsibilities

• Deliver proactive, highly organised support for the Co-CEO and other members of the Time Out Market team where necessary.

• Proactively take full responsibility for the management of diaries, organise and plan meetings and events including any preparation required.

• Intricate calendar management including extensive international travel.

• Assisting in the creation and development of documentation ahead of management and team meetings, ensuring a high standard of accuracy and presentation is maintained. Most notably the quarterly high-level analysis Board Packs in which global coordination is required across all teams and drafting text for the CEO.

• To act as a principal point of contact for internal and external clients for the CEO.

• Support the wider Time Out Markets’ development team as and when needed.

• Organise and manage extensive travel arrangements for Co-CEO.

• Process expenses for the team.

• Organise and arrange regular project meetings, global conference calls, ensure key project members attend and follow up on all action plans. Ensure an agenda is issued prior to each meeting, take meeting minutes, and issue these after the meeting to allow key project members to follow up.

• Closely support the team responsible for TOMs global expansion during all stages of the process, from the initial enquiry to the signing of contracts.

• Collaborate with TO Media to ensure key information is shared across the business, both internally and externally.

• Organise team events and keep up to date with the calendar of team birthdays.

• Managing ad hoc projects.

Skills and Experience

• Experience as a PA, within the food and beverage industry is preferred.

• Exceptional communication skills, providing clear and consistent communication between the CEO, executive team, internal departments and external parties

• Confident, articulate, and can demonstrate great presence and gravitas.

• Proficient at using Word, Excel, PowerPoint and Outlook.

• Proficient at complex diary management to ensure smooth operational logistics.

• Organized, detail-oriented and accurate.

• Discrete, able to exercise good judgment, tact and diplomacy

• Ability to work independently and take the initiative to respond to changing situations and priorities.

• Maintains confidentiality.

• Tactful and discreet when handling sensitive matters on a daily basis.

• Proactive self-starter with a solutions-focused, positive can-do attitude.

• Approachable and supportive professional.

• Undergraduate degree, preferably in business or similar.

What we look for in a candidate

Time Out is a company filled with individuals as diverse as the cities we live in and cover. At the same time there are common characteristics and values we all share. To join our team, you’ll want to…

• Be commercially astute

• Either have experience at or want to dive headfirst into a fast-paced transformative company in pursuit of excellence

• Think globally

• Have excellent communication and relationship building skills

• Have a high sense of ownership, urgency and drive

• Be a team player

About Our Culture

At Time Out Group we believe in diversity and equal opportunity for all people. We do not discriminate against external or internal candidates on the basis of age; disability; gender, gender reassignment; race; religion or belief; sexual orientation; marriage and civil partnership; pregnancy and maternity. We believe that diversity develops creativity and enables personal and professional growth where we all learn from each other. We believe in an open culture where ideas are shared candidly and where there is no fear of failure, but rather an understanding that we must experiment and have the freedom to succeed. We believe that everyone has the right to express themselves as they are as this enriches us all. We believe in an open world, social justice, and the pursuit of happiness, after all, we are in the happiness business.

As our cities have reopened, we have embraced a hybrid way of working that gives us the opportunity to work remotely, as well as from the office; offering the flexibility that brings many benefits to our lives, as well as still providing a space where we can connect and collaborate as part of our Time Out community.

About Time Out Group plc

Time Out Group is a global media and hospitality business that inspires and enables people to explore and enjoy the best of the city.

It all began in London in 1968 when Time Out helped people discover the exciting new urban cultures that had started up all over the capital. Since then, this iconic brand has consistently maintained its status as the go-to source of inspiration for both locals and visitors alike.

Time Out Group has been named one of the Most Innovative Companies for 2020 by Fast Company - this prestigious annual list honours the businesses making the most profound impact on both industry and culture, showcasing a variety of ways to thrive in today’s fast-changing world. The Group comprises two highly synergistic business divisions: Time Out Media and Time Out Market.

Time Out Media’s digital and physical media proposition comprises websites, mobile, social media, print and live events. Across these platforms, Time Out distributes its high-quality content – written and curated by local expert journalists – around the best food, drinks, culture, art, music, theatre, travel and entertainment in 328 cities and 58 countries. The Company is monetising this global reach and its strong traffic from a desirable audience via digital and print advertising as well as e-commerce. Since its launch 50 years ago, Time Out has become a global brand that advertisers and consumers love and trust.

Time Out Market is a food and cultural market leveraging the Time Out brand to bring the best of the city under one roof: its best chefs, drinks and cultural experiences – based on the editorial curation Time Out has always been known for. The world’s first food and cultural market experience based wholly on editorial curation, Time Out Market captures decades of local knowledge, independent reviews and expert opinions. Everything that is being offered in Time Out Market must have been reviewed with four or five stars, and not one star less, by independent Time Out journalists.

The first Time Out Market opened in Lisbon in 2014 and is now Portugal’s most popular attraction with 4.1 million visitors in 2019. Following this success, five new Time Out Markets opened in North America in 2019 in Miami, New York, Boston, Montréal and Chicago, and we recently celebrated the opening of Time Out Market Dubai in April 2021. A further pipeline of other global locations includes Porto, Prague, Abu Dhabi and London.

Across both business divisions, the Group’s mission is to help people around the world go out better.

Time Out is a dynamic, pioneering brand and so is our team. We want to work with the best and brightest talent because we work for the world’s greatest cities, the people enjoying them and the businesses in them. As a truly global team we get to collaborate with colleagues from New York to Paris, Tokyo and Sydney and beyond. It’s our integrity, passion, curiosity, creativity and openness that make us successful and a unique team.