Seen Presents is an experiential events agency driven by understanding human emotion and culture
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We create online and offline authentic connected live experiences to drive brand resonance and understanding for consumer focused lifestyle and entertainment brands.
We make the intangible, tangible.
We want you to feel:
* Inspired – a creative environment and cultural stimulus
* Empowered – you have the opportunity to shape the way the agency grows
* Challenged – we'll push you to deliver against your potential
* Encouraged – we'll support your development and growth
We are driven by our values of:
* Determined - we are committed
* Dependable – we are accountable
* Genuine – we are human first
* Conscious - we are considered
This is a London, office based role working across all departments in the agency.
Overall
Role
This role is responsible for ensuring the smooth and efficient flow of work in a fast-paced experiential agency alongside the Head of Operations. This role involves managing the resourcing, administration and processes around internal and freelance teams to deliver projects on time, ensuring all workflows are optimised and that resources (both freelance and permanent) are effectively allocated. The role will also provided administrative support to the Head of Operations across all workstreams and initiatives including finance, HR, IT and new initiatives as the company grows.
Resource Planning and Allocation
* Collaborate with SLT, Account Managers, Project Managers, and other relevant teams to understand project requirements and timelines
* Allocate internal resources (perm staff) to ensure project deadlines are met, based on availability, skills, and workload
* Proactively monitor workflow and manage potential bottlenecks across all departments alongside the Head of Operations
* Evaluate and balance the workload to minimise the reliance on freelance resources without compromising on deadlines
Freelance Management
* Find, assess, and book freelancers based on project requirements both locally and globally
* Develop and maintain a pool of trusted, vetted freelance talent across various disciplines (designers, copywriters, producers etc.) alongside the SLT and senior team, and keep the database up to date
* Onboard new freelancers, ensuring they are fully briefed and equipped to deliver work efficiently including but not limited to setting up emails, ensuring access to project files, communicating when to arrive in the office etc
* Offboard freelancers post-project, ensuring all necessary paperwork is completed e.g. timesheets, feedback is gathered, and the freelancer is paid on time.
* Maintain strong relationships with freelancers, ensuring they remain engaged and available for future projects
Workflow Management
* Liaise with the project leads to keep on top of resource allocation and any changes throughout the life span of the project.
* Report any resource or workflow concerns to senior management promptly
* Maintain and manage our resource management tool (Float) to ensure accurate, up to date and detailed to ensure the smooth running of the departments
Collaboration with Internal Teams
* Work closely with department heads, project managers, and creative teams to ensure the proper use of resources and project tools alongside the Head of Operations
* Attend (and lead in the Head of Operations absence) weekly resource and traffic meetings to review upcoming workloads and adjust assignments and resource as needed
* Support the Head of Operations in collating and monitoring utilisation reports to analyse timesheets and overall team utilisation
Operations
* Working with HR and finance to provide administrative support when navigating visa, tax and insurance requirements to set us up for operational success alongside the Head of Operations
* Manage the administration of workflow subscriptions including but not limited to Float,
* Research and implement new tools to make us operationally more efficient ie the use of AI under the direction of the Head of Operations
* Work with the Head of Operations to support on other initiatives and workstreams as the company evolves including but not limited to sustainability, finance process changes and ways of working refreshers etc
Office Management and Planning
* Assist the team on room bookings
* Ensure our office is operationally working ie meeting room equipment, furniture with support of IT Manager and Head of Operations
* Maintain an efficient and pleasant office environment including addressing needs for equipment, assisting with deliveries and spearheading office "clean ups" with the input and support of the wider team
* Work with the culture team to plan and implement supplier lunch and learns to foster an engaged and stimulated studio environment
Key Skills
* Strong organisational and time-management skills with the ability to manage competing priorities
* Excellent communication and interpersonal skills, with the ability to build relationships with freelancers and internal teams
* Problem-solving and decision-making skills with the ability to navigate complex workflows and adjust plans when required
* Proficient in resource management and project management tools (e.g., Float,, Trello, MS Project, etc.)
* Personable, human and authentic
* Proactive and self-motivated with a strong sense of accountability
* Adaptable to change, with the ability to manage shifting priorities in a fast-paced environment
* Attention to detail, with a focus on delivering work to the highest standard and on time
* Ability to work under pressure and remain calm in high-stakes situations
Experience required
* Experience in resource management, traffic management, operations or studio management, ideally in a marketing, advertising, or creative agency environment
* Some experience managing both internal (permanent) staff and external (freelance) resources
* Proven track record of managing multiple tasks simultaneously, with the ability to prioritise and delegate effectively
Hours and Location
We operate a hybrid working arrangement, our office is based in Shoreditch but we deliver events globally, it is expected that you will spend no more than 20 days a year overseas. Working hours will be standard office times; however, deadlines and installations may require occasional unusual hours. We are in the office 3 days a week Tuesday, Wednesday and Thursday and work from home Mondays and Fridays.
D&I statement
At Seen Presents we are committed to providing an inclusive environment where everyone feels seen, heard and celebrated. We welcome applications from everyone. If you are invited to an interview, please let us know if there are any reasonable adjustments we can make to best accommodate your needs.