Executive PA to Chairman of Talent Management Company

Professional and highly experienced Executive Personal Assistant required to support the Chairman of one of the UK’s leading talent agencies, working across all genres of media and entertainment in the worlds of broadcasting, music, entertainment, sport, film and publishing - the company is small but extremely fast paced and diverse.

The primary brief is to be an excellent EPA in all of the Chairman’s life – business and personal (albeit predominantly business). With it being a small, but expanding company, the role also encompasses that of Office Manager; dealing with service providers, ordering stationery, managing IT issues, building control to HR. The candidate will have the ability to turn their hand to anything to ensure the smooth running of the office and staff.

This is a challenging and demanding role in which the candidate will need to be extremely organised with the ability to deal with a range of responsibilities and conflicting priorities in an efficient and calm manner. Duties are broad from complex diary management to securing tables and tickets at hot new restaurants and sold out events, event organisation, producing newsletter editions and brochures etc.

Hours:                  9.30am – 6.30pm, Mon to Fri but responsive to out of hours calls / emails on occasion

Location:              London, W1

Salary:                  Dependent upon experience

Start Date:            ASAP

Interviewing:        Immediate

Key Attributes:

A highly professional, dynamic and organised Executive Assistant with experience of working for high profile and demanding individuals. Proven ability to adapt, provide excellent support and proficient across a number of diverse business elements. Discretion and confidentiality are a first together with tact and diplomacy skills. Always remaining calm and approachable under pressure with continued attention to detail. The successful candidate will thrive on new challenges, whilst also being comfortable carrying out the basic of tasks. Good sense of humour is essential!

Responsibilities include, but not limited to:

• Act as ‘Gatekeeper’ for the Chairman
• Diary Management
• Deal with emails and correspondence promptly
• Organise the Chairman and make sure he has everything for meetings, travel packs and reports – constantly one-step ahead and conscious to keep Chairman updated at all times
• Minute taking
• Ensure all invites and event info is filed into the ‘Day File’
• Complex travel arrangements for the Chairman and on behalf of clients
• Post; date, stamp and distribute
• Answering phones where necessary
• Credit Card control, collate expenses and recharge allocation
• HR administration, liaising with external HR team
• Event management – independently and working with external Event Companies
• Website maintenance and management
• IT Management, including all phones and mobiles, ensuring databases are kept up to date
• Keeping business contact databases up to date
• Update important key contact details
• Purchasing personal items, gifts and running errands
• Sourcing service providers and contractors
• Management of office facilities and services
• Liaising with PR agents, journalists, photographers etc for interviews, press launches, speeches, filming and photo shoots
• Maintaining key network relationships and developing new one’s
• Arranging payment of personal bills/invoices and bank transfer requests and liaising with accounts
• Dealing with personal affairs for the Chairman (and sometimes his family), such as; travel insurance, car insurance/car related matters, household bills, membership renewals/ cancellations, invoices etc
• Support across all clients, specifically those the Chairman leads on
• Ad hoc projects/requests

Candidates must be / have:

• A mature well-mannered personable PA with over extensive experience in broadcast, entertainment or related industry
• Competent secretarial skills with in depth knowledge of Microsoft products (including Outlook, Word, Excel & PowerPoint) as well as good familiarity with all Mac products
• Exceptional diary and event management skills, with the ability to organise complex travel arrangements, meetings and itinerary requirements
• A clear communicator at all levels and happy to work across numerous time zones
• First class tact and diplomacy skills, in order to deal with sensitive issues in a confidential manner
• Effective problem management and resolution
• Able to prioritise workloads, work well under pressure and meet tight deadlines
• Collation and distribution of Management information and minutes
• Proven ability to be resilient and proactive under any circumstances and always keeping one step ahead
• Experienced dealing with personal/business correspondence and research
• Flexible working hours, being available by phone and email outside of office hours (within reason)

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IMPORTANT

We receive a considerable amount of applications for every position and there is tough competition in the employment market.  In order to process your application as efficiently as possible, please note the following instructions when responding:

• Detail your relevant experience in a cover letter and include this on an up to date CV
• Quote your required salary
• Let us know your availability for interview and when you could start
• If you can forward references to us, these can only strengthen your application

 The more information you can give us, the more we can demonstrate to the client that you are exactly what they are looking for and send your CV on quickly. 

 Please note that these instructions apply to ALL candidates and applications that do not meet these criteria may not be considered.