Executive PA to Chairman of Talent Management Company
- Recruiter
- SORTED Personal Management
- Location
- W1
- Salary
- £40k+, dependent upon experience
- Posted
- 12 Jan 2017
- Closes
- 03 Feb 2017
- Job Title
- PA
- Contract Type
- Permanent
- Hours
- Full Time
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 candidate will be kept very busy, immediately become a core part of the team, meeting interesting people and building new relationships. 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 and all those you would expect for an EPA including diary management, getting tables and tickets at impossible restaurants and events, event organisation, overseeing the Company’s newsletters and brochures, managing the office and IT. The candidate will be across all elements of the clients and the office.
The role encompasses supporting the Chairman’s fellow Directors from time to time. The candidate will be responsible for the smooth running of the office from dealing with service providers, ordering stationery, liaising with IT support, overseeing the running of the office building and assisting with HR of the junior staff. The candidate will have the ability to turn their hand to anything to ensure the smooth running of the office and those that work within the Company.
The team works incredibly hard as all the clients are busy which can create a stressful environment at times. There are strong personalities in the office so tact and diplomacy is key and not to take any ‘venting’ personally. An absolutely confidential relationship with the Chairman is 100% essential.
The candidate must be willing to work late occasionally when needed and be available (within reason) outside office hours for booking restaurants, etc. on weekends and when overseas and run personal errands for the Chairman.
Hours: 9.30am – 6.30pm, Mon to Fri but responsive to out of hours calls/emails on occasion
Location: London, W1
Salary: £40k+ Dependent upon experience
Start Date: ASAP
Interviewing: Immediate
Responsibilities include, but not limited to:
- Act as ‘Gatekeeper’ for the Chairman, screening many of his calls
- Diary Management
- Deal with emails and correspondence promptly
- Organise and pre-empt the Chairman and make sure he has everything for meetings, travel packs and reports
- Ensure all invites and event info is filed into the ‘Day File’
- Answering phones were necessary
- Credit card control, collate expenses and recharge allocation
- HR elements
- Event organisation
- 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
- Purchasing personal items, gifts and running errands
- Sourcing service providers and contractors
- Management of office facilities and services
- Liaising with PR agents, journalists, photographers for interviews, press launches, speeches, filming and photo shoots
- Maintaining key network relationships and new one’s
- Arranging payment of personal bills/invoices and bank transfer requests and liaising with the Company’s 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
- Support across all clients, specifically the one’s the Chairman leads on
- Ad hoc projects/requests
- Office Management
Candidates must be / have:
- A mature well-mannered personable EPA with real demonstrable experience in media, entertainment or related industry.
- Competent secretarial skills with a broad knowledge of Apple, Blackberry and Microsoft products, including Outlook, Word, Excel & PowerPoint
- 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 occasionally 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
- Ability to prioritise workloads, work 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
- Dealing with personal/business correspondence and research
Benefits:
- Statutory holiday of 20 days + Bank Holidays (days in lieu given for Bank Holidays worked)
- Statutory sickness
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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.
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