The Executive Assistant will support the CEO to ensure the smooth and efficient running of their day-to-day life (both business and private). This role will also be required to support the Managing Director with daily business-related administrative tasks and ad hoc personal ones.
The EA will be the CEO's and Managing Director's right-hand person and undertake the full range of high-level administrative and organisational support duties, including travel arrangements, diary management, meeting prep and events organisation. The EA will act as the gatekeeper and the first point of contact for internal stakeholders and external contacts, prioritising the urgency of requests and helping ensure their time is managed effectively. We are looking for a proactive individual who uses their own initiative to problem solve. A passion for entertainment and film is a bonus.
What You'll Be Doing...
* Managing both internal and external communications: you will be the primary contact and act as a gatekeeper for the CEO and Managing Director to manage and filter requests for their time.
* Strategic diary management, including organising and making appointments/reservations and proactively rescheduling to ensure an optimal balance of meetings and events.
* Ensuring that the CEO & MD are appropriately briefed for key activities and prepared for meetings with all of the relevant information and documents.
* Helping the CEO & MD prepare for presentations and meetings by creating decks and involving relevant team members.
* Owning the coordination of travel arrangements (flights, transport, accommodation) for key staff to ensure all company-wide journeys are well-organised and cost-effectively managed.
* Undertaking personal errands and responsibilities for the CEO. Arranging and offering support with home services such as broadband and utilities; organising plumbing / electrical services when needed for example.
* Management of our local accommodation premises for visiting staff. Including bookings and calendar management, cleaners, maintenance & upkeep, and regular checks of the property.
* Coordinating company awards submissions and ensuring timely and cost applications.
* Liaising with the Operations Manager on staffing queries and issues, as appropriate.
* Events organisation: e.g. annual Christmas parties, private screenings, regular team socials, birthdays, leaver cards and gifts etc.
* Working alongside the finance team for management of expenditure and receipts, etc. This includes reconciling both the CEO's and the MD's credit cards every month.
* Client services relations - organising gifting, sending flowers, etc.
* Taking minutes in key meetings and circulating action points.
* Administration and organisation of physical and digital company and personal company and personal documents.
* Supporting the FOH/Operations team as required.
What We Need From You...
* Demonstrable work experience as a Personal Assistant or in a complex administrative role, preferably within a production or media environment.
* Strong interpersonal and communication skills, with the ability to build strong and trusted working relationships with a variety of stakeholders, internally and externally.
* Strong organisational skills and the ability to prioritise workloads in an often reactive environment with conflicting demands.
* Resilient and proactive, able to thrive in a fast-paced and dynamic workplace.
* Take initiative and actively manage your responsibilities to ensure the CEO and MD can carry out their roles efficiently.
* Good written skills are essential.
* A calm and professional manner.
* A bright and positive can-do attitude.
* Tech-savvy with an excellent working knowledge of MacOS, Google Suite, DocuSign, and Office applications.
* A highly service-oriented mindset with strong attention to detail and excellent problem-solving skills.
* Appreciative of the importance of observing discretion and confidentiality in respect of all business and personal information, files and documents, at all times.
How To Apply
To apply, send us a brief but individual cover letter explaining why you're excited about the role and what you can bring to it, along with your CV.
A
pplication process
Our process is dependent on the role and is subject to change, but will usually follow the stages below:
Stage 1: Screening call with People Team (20 mins)
Stage 2: Video interview with MD (30 mins)
Stage 3: In-person or video interview with CEO and MD (45 mins)
Stage 4: Offer
Diversity and inclusion are at the heart of what we value. We are committed to equality of opportunity for all staff. Individuals are encouraged to apply regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief, marriage, or civil partnerships. We strongly encourage applicants from ethnic minority backgrounds or other underrepresented backgrounds to apply. If you require any reasonable adjustments to accommodate your application, please reach out.
This job description is not exhaustive and is liable to review following discussion with the successful applicant. The successful applicant will be expected to undertake any other reasonable duties as required and commensurate with the job.