Studio Manager & EA to Designer

Experienced, professional and highly organised EA required to manage the Studio and support the Founder / Designer of a highly successful creative event design and production agency, who work with leading brands and names in the fashion, art and entertainment industries.  Successful candidates will come from PA / Operational backgrounds in events, hospitality, fashion, design, production, music etc.  Although this is a very creative environment, there is limited input into the creative process required from this role, the emphasis being to provide 360 / ‘right hand’ administrative and operational support to the Founder.

Hours:                  9.30am – 6.30pm, Monday to Friday, plus additional hours during events

Location:              London, W10

Salary:                  Circa £30k - £38k+, depending on experience

Start Date:            ASAP

Interviewing:        ASAP

Responsibilities include, but not limited to:

Project and Event Coordination

• Create an event brief for each event
• Create or assist with every event budget
• Issue Letters of Engagement, contracts and terms and conditions for each new event
• Measure all results and debrief on each event/project with entire team
• Support team on all events as required
• Develops a good relationship with suppliers and works effectively with them to ensure the product is supplied to the required quality and by the required deadline
• Works with the venue staff to ensure that all venue regulations are adhered to.
• Late night and weekend work will be required due to live events
• Schedules / attends weekly meetings with assistant to ensure that the team workload is properly managed

Financial responsibilities

• Work closely with the Bookkeeper to manage the Company accounts:
  • Manage payment of all supplier invoices when bookkeeper is unable to do so
  • Raise sales invoices when Bookkeeper is unavailable
  • If necessary assist bookkeeper in reconciling all accounts once a month
  • Ensure all event briefs are printed and added to hard copy folder. Bookkeeper will use contact details as reference to raise invoices
  • Print current event budgets and add to relative event folder for Bookkeeper to reference when raising invoices
  • Invoices must all be marked with event name and date for bookkeeper to code correctly
  • Tracks the payment of final invoices that are over 28 days old if bookkeeper is unavailable
• Checks the final invoices are correct before despatching to accounts
• Chases suppliers promptly post events for invoices
• Check and sign off invoices ensuring that costs are as agreed prior to event.
• Ensure invoices are coded to relevant event
• Manage and oversee petty cash expenditure. Bookkeeper will reconcile receipts
• Manage intern expenses and process weekly pay each Friday. Interns must provide invoice
• Pay all permanent staff on 28th of each month

Administration

• Update the Event Projects Update document weekly for weekly team meeting
• Diary coordination including making breakfast / Lunch / Dinner reservations
• Manage and/or oversee all travel arrangements. Ensure all travel details are in shared diary and all travel documents printed for those travelling
• Generate itinerary in word/excel document for all staff travelling
• Manage and maintain the studio’s props inventory and storage inventory
• Ensure database Daylite is always up to date. Task interns to updating database 1 hour per week
• Maintain studio computers and phones
• Ensure adequate supplies of stationery for the team and studio in general
• Maintain studio facilities: building works if necessary, cleaning to be properly maintained
• Organise and oversee team meetings and client meetings
• Ensure client and vendor file integrity on-line and hard copy
• Continually improve all processes

HR

• Recruit interns for 3 month cycles
• Induct interns on start date
• Manage interns on a daily basis
• Collate all CVs sent to the company
• Research staff productivity and processes and offer recommendations based on results
• Create induction packs for new interns, ensure all email addresses and phone lines are set up and ready for each new starter including permanent staff and interns
• Endeavours to resolve any intern’s issues in a timely fashion
• Encourage interns to excel in his/her role and gain a thorough understanding of the Company events and studio operations
• Provides constructive feedback for interns’ appraisal and monitors performance against objectives

Press & Marketing

• Follow up with relevant press enquiries
• Coordinate all press interviews for the Company
• Coordinate all photo shoots for the Company
• Collate all press clippings and file in on-line and hardcopy folders
• Email all articles mainstream and on-line to the Company for tweeting purposes
• File all articles mainstream and on-line in Press folder
• Ensure website and social media activity is updated regularly with Studio colleagues

Brand Development

• Assist with developing and growing the on-line shop (On-line shop requires business plan/brief and one specific coordinator within entirely separate job description)
• Assist with plans for developing a book, stationery line and any other brand opportunities

PA

• Assist the Principal with personal errands from time to time
• Ensure all of the Principal’s hardware and software are updated and working properly
• Ensure all travel arrangements are met for the Principal
• Follow up on all PA duties performed by any other team member which you may have delegated to