Duties and Responsibilities:Executive Support:. Calendar & Schedule Management - Coordinate and manage the calendars of the Operations Manager and Managing Director, ensuring seamless scheduling of meetings, client calls, and events.. Email Management - Oversee the executives email inboxes, drafting responses, filtering priorities, and ensuring timely communication with clients, partners, and team members.. Meeting Coordination & Documentation - Prepare agendas, attend meetings to take minutes, and ensure follow-up on key action items. Assist in organising both internal and external meetings, as well as team briefings.. Overall Administrative Support - Provide comprehensive administrative support to the Managing Director and Operations Manager, ensuring that day-to-day activities are efficiently managed. This includes handling phone calls, drafting correspondence, managing office supplies, and ensuring the executives have all necessary resources to perform their duties effectively.. Confidentiality & Discretion - Handle sensitive and confidential information with discretion and professionalism at all times.
3-5 years of experience as an Executive Assistant, ideally supporting senior leadership.Experience working in fast-paced industries such as entertainment, film, or production is a plus.Experience in project coordination or operations support is an advantage.Operational & Team Management Support:. 1:1 Meeting Preparation & Team Management Support - Assist the Operations Manager in managing their team by preparing materials for 1:1 meetings, tracking team performance, and ensuring that deadlines and deliverables are met. Follow up on action items, assisting with the coordination of team goalsand timelines.. Operational Administrative Support - Provide daily operational administrative support, including managing reports, maintaining team documentation, preparing presentations, and assisting with operational system management.. Process Improvement - Identify opportunities for process improvements within operational and administrative systems, ensuring smoother workflows and better efficiency.
Strong organisational and multitasking abilities.Advanced time management and interpersonal skills.Proficient in handling confidential matters with discretion.Experience with budget management and project tracking.
