Administration Coordinator (Events) | 6 month role + possible extensions | Onsite in London | ASAP Start | Inside IR35
A huge name in the entertainment world is seeking an Admin Coordinator to support diary management for 2 leaders and provide wider team coordination to effectively support the day-to-day operations of the Events team. This role is based in the central London office. This is a 6 month initial contract, with the possibility to extend or even become permanent after this period.
The successful candidate will be self-motivated, proactive, quick-thinking, flexible, and able to juggle multiple and diverse responsibilities with an unwavering attention to detail at all times. A high level of organization, proactivity, and excellent communication skills are a must. We need someone who can not only be great in their day-to-day work but can identify opportunities to make the overall team more organized and efficient. Someone who is curious, demonstrates significant initiative, and inherently exercises good judgement will be most successful in the role.
What will you be doiing?
● Managing complex calendars for 2 leaders, including scheduling meetings, internally and externally with multiple parties across various time zones.
● Coordinating leaders’ business travel, both domestically and internationally.
● Reconciling expenses for leaders.
● Assisting in preparing and maintaining meeting agendas, presentation slide decks, org charts, and materials for new starters, etc.
● Organizing team events, including annual offsite, training sessions, team occasional dinners or activities.
● Team coordination/admin including but not limited to raising purchase orders, managing the monthly team newsletter, oversight of team trackers to ensure they stay up to date, maintaining Google group distribution lists, circulating NDAs/contracts, and supporting corporate events admin including sourcing and scheduling dates for future events.
● Occasional onsite support at events when required.
What are we looking for?
● Minimum 5-10 years of experience working as an executive assistant or team coordinator supporting at Director level or above. ● Experience in the entertainment/events industry is preferred.
● Highly organized, excellent attention to detail, and effective time management skills to support a large, busy team.
● Exceptional written and verbal communication skills and the ability to multitask.
● Flexible and proactive team player, comfortable operating in a fast-paced, team-oriented setting.
● Solutions-oriented attitude with a calm demeanour and optimistic perspective.
● Ability to be discrete and maintain confidentiality at all times.
● A proactive and positive thinker.
● ‘Tech-savvy’ – must understand functionality on spreadsheets and use Google Suite apps already in their day-to-day work.
● Motivated to develop a career in the administrative/business support field and embrace all aspects of the role.
● A commitment to embrace and advocate for inclusion is essential.