Workplace: White City, London - 3 days a week in the office.
The role
To provide comprehensive administrative and practical support to the SVP Brand Licensing and the wider Brand Licensing team, enabling them to focus on strategic and creative priorities. This role requires exceptional organisational skills, adaptability, a proactive, solution-focused approach and a passion for brands. The Brand Licensing Team Assistant will combine professionalism with strong communication skills, an ability to build effective relationships, and the discretion to handle confidential matters.
The role
Travel, Events & Meeting Coordination
1. Arrange, prepare, and monitor complex travel and entertainment arrangements, including transfers, hotels, events, and team dinners.
2. Organise monthly and quarterly team meetings, ensuring agendas, minutes, and follow-ups are completed.
3. Schedule contracted license holder meetings (e.g., Ninja Warrior Park owners, major retailers).
4. Organise room bookings and client hosting for meetings and events.
Research & Presentation Production
5. Research brands, business opportunities, and potential partnerships.
6. Prepare, format, and produce branded presentations for internal and external use.
Supplier, Merchandise & Logistics Coordination
7. Coordinate the supply of goods from merchandise manufacturers and suppliers to production teams ensuring goods are tracked, checked, confirmed as correct and any ad hoc changes or needs are fulfilled.
Administration
8. Salesforce Champion for the B&L team - with a specific focus on Leads (converting through Events), Accounts / Contacts, Pitching Functionality and Reporting
9. Key contact for all "Data Health" reporting for the B&L team - working with the London Salesforce team where Accounts and Contacts need updates.
10. Work on a regular basis with Sales Teams on their Accounts / Leads maintenance and supporting the roll out of Account and Role hierarchy.
11. Support Sales with setting up and pitch records for clients in advance of Sales meetings and Markets and maintaining records with client interest and feedback
12. Ensuring our Content Hub is kept up to date and any new brand IP requirements are fed into our content catalogue
13. Keeping on top of our legal rights system, Rightsline, to ensure all new contracts and deals are properly entered and maintained
14. Build and maintain strong working relationships with other Co-ordinators within the company.
15. Maintain tight control on document filing ensuring best practice for sharing of materials or confidential file keeping.
Skills you’ll need (minimum criteria)
16. Strong experience in preparing, formatting, and producing professionally branded presentations
17. Experience using Macs and Gmail (particularly Gmail calendar) is desirable
18. Familiarity with Salesforce or similar CRM systems preferred.
19. Previous experience in the role of a PA or Team Assistant
20. Experience of managing multiple busy diaries
21. Media industry experience would be an advantage
22. Excellent communication style, both verbal and written
23. Excellent time management skills. Structured and having the capacity to prioritise important tasks
24. Efficient PC skills with an excellent knowledge of Microsoft Word, PowerPoint and Excel and the full Google suite.
Other things we’re looking for (key criteria)
25. Consistent performance and an excellent eye for detail.
26. Discretion and confidentiality
27. Problem solving attitude and proactive approach and communication
28. Ability to work independently
29. Flexible work attitude
30. Good instinct for when to escalate any issues
31. Able to work in a rapidly-changing environment
32. A positive attitude and a pleasant disposition