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 business-related administrative tasks and ad hoc personal ones.
The EA will essentially be the CEO’s and Managing Director’s right-hand person and manage the full range of high-level administrative and organisational support duties, including taking care of travel arrangements, diary management and events organisation. The EA will act as the gatekeeper and first point of contact for internal stakeholders and external contacts, prioritising the urgency of requests and helping ensure their time is managed effectively.
What you will 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.
- 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 following up with action points.
- Administration and organisation of physical and digital company and personal company and personal documents.
- Supporting the FOH/Operations team as required.
- Coordinating company awards submissions.
What we need from you…
- Minimum 3-5 years of 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.
- You must be able to take initiative and actively manage your responsibilities to ensure the CEO and MD can carry out their roles efficiently
- English writing and grammar very important
- A calm and professional manner
- A bright and positive can-do attitude.
- Tech-savvy with an excellent working knowledge of MacOS, Google Suite and Office applications
- A highly service-orientated 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
Please email your CV and cover letter, outlining why you're interested in the role and why you would be a good fit.
Start Date: As soon as possible with flexibility
Application Deadline: Friday 30th May 2025
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, and civil partnerships. We strongly encourage applicants from ethnic minority backgrounds or other underrepresented backgrounds to apply. Application records will be kept on file for 12 months after which point, they will be deleted. If you would like your details removed from our system sooner please contact us.