Interim Management Assistant & Resource Manager

ABOUT OGILVY SOCIAL.LAB

Ogilvy Social.Lab is not a traditional agency. We are an agency born for the Social Age. Ogilvy Social.Lab understands that social is more than just another digital channel. We cherish our entrepreneurial spirit and embrace the opportunity to rethink marketing and communications while challenging the status quo.

We are working for several local and international clients incl. Orange/Hey, IKEA, Lidl, Cote d’Or, Ford, GSK, Volvo, several European Institutions, Nestlé - Perrier, Unilever-Dove, Vans, Absolut, Jameson, etc.

Social.Lab was acquired by Ogilvy in 2013, is headquartered in Brussels and has offices in New York, London, Paris, Amsterdam, Bucharest, Singapore, Dubai, Cape Town, Warsaw, and Zurich.

We are growing fast, and we love it. We know that our success is a direct result of our talents.

ROLE

We are looking for an Interim Management Assistant to provide high-level administrative support to our team. This is a temporary role, ideal for someone who thrives in a dynamic, fast-paced environment and enjoys variety in their daily tasks. As an Interim Management Assistant, you will play a pivotal role in ensuring the smooth functioning of our operations.

RESPONSIBILITIES

Your key responsibilities will include:

• Agenda management: Acting as gatekeeper for our COO, managing her calendar to ensure she can focus on her priorities.
• Coordinating schedules & booking time :Managing bookings for our team and overseeing their availability using our tools and systems. Coordinating their schedules to ensure efficient resource allocation and timely project delivery.
• Client and partner communication :Managing correspondence with clients, partners, and suppliers, primarily via email.
• Meeting organization:Scheduling and preparing meetings and conference calls, including logistical arrangements and follow-ups.
• Document preparation:Conducting first-desk research on various topics and drafting documents, presentations, and layouts. Ensuring all materials are accurate, polished, and aligned with brand standards.
• Minute-taking:Recording and distributing meeting minutes when required.
• Administrative support:Handling general administrative tasks, ensuring compliance with agency policies, and following up on outstanding items.

PROFILE

• You bring relevant professional experience and are prepared to step into this role with confidence and expertise.
• Excellent knowledge of MS Office and Keynote.
• Excellent English, proficiency in Dutch or French is a plus.
• Exceptional organizational skills, flexibility, and a proactive, service-minded approach to your work.
• Ability to manage multiple priorities, pay close attention to detail and maintain a clear view of the bigger picture.
• Outstanding communication and interpersonal skills, with the ability to build relationships across teams and external stakeholders.
• A resourceful, “can-do” attitude, coupled with diplomacy, tenacity, and a sense of humor.
• The ability to remain calm and composed under pressure, while delivering results in a fast-paced environment.

OFFER

• Full-time interim opportunity starting at the beginning of March, in an ever-growing, trendsetting advertising agency based in the greenest building in Brussels – the new WPP Campus.
• Work alongside a team of diverse and people-focused individuals, on impactful projects and with an array of local, regional and global clients.
• We are committed to keeping our environmental footprint low and ensuring that our work is ethical.
• We thrive on transparency – Our words and promises produce actions.
• Attractive package and benefits
• Strong flexibility plan
• As an Ogilvy Social.Lab employee, you will be provided with continuous opportunities to grow through training and career conversations while doing strong work that works.