Private PA to High Profile Principal in the Theatre world

We are looking for an experienced Private PA to provide effective administrative & diary support for the Principal of a well-known and highly regarded entertainment company, ensuring the smooth running of the office and all aspects of their professional life.

Candidates must be confident to step straight into the role and pick up all standard PA responsibilities (manage diary, inbox, travel etc…) to a high level. Arts experience / interest and knowledge of the industry and who’s who would be ideal but not essential.

Hours:                  9.30am – 6.30pm, Monday to Friday

                            Flexibility required

Location:              Covent Garden + travel

Salary:                  DOE

Start Date:            ASAP

Interviewing:        ASAP

Responsibilities include, but not limited to:

• Assisting the Executive Assistant and running the office when the EA is absent.
• Arranging complex, domestic and international travel itineraries for the Principals and their family as required, including VIP services, hotel bookings, transfers, foreign currency, visas etc.
• Liaising with the Company and staff, external organisations and the Principal’s household staff and driver.
• Handling all incoming correspondence and general email enquiries in the first instance and responding personally where appropriate.
• Extensive telephone liaison at all levels.  
• Updating the Principal’s daily schedule with the EA, checking that all details are correct and that an accurate daily history is saved and filed; distributing the schedule to the Principal residences.
• Managing the Principals invitations
• Maintaining accurate and up-to-date filing systems and ensuring that archiving is carried out regularly.
• Processing invoices and completing expenses for the Principal, EA and household staff as required.
• Providing secretarial support for the Principal’s wife as required.
• Providing secretarial support for Chairman as required.
• Carrying out any other duties that may be reasonably required by the EA, the Principal, his family and household or the Company’s management team.

Candidates must be / have:

• Well-rounded education to degree level
• Impeccable secretarial skills:  60+ wpm typing
• Solid administrative experience in a demanding environment
• Internet and social media savvy
• High standard of written English
• Professional telephone manner and excellent communication skills
• Confident and accustomed to handling high volume of emails/paperwork/telephone calls
• PA/secretarial qualification to diploma level or equivalent
• Experience in the performing arts or music/entertainment industry
• Experience of working with celebrities/VIPs or high net worth individuals
• Experience of travelling for business purposes
• Well-developed writing skills
• Strong shorthand/speedwriting
• Experience of minute-taking
• Foreign languages
• Good general knowledge
• Highly organized and adaptable, able to manage shifting priorities and cope with last-minute changes
• A fast and willing learner
• Proactive, resourceful and able to use own initiative
• Able to work alone and as part of a highly collaborative team
• A self-sufficient, flexible “can do”, patient and calm attitude – especially under pressure
• A conscientious approach with meticulous accuracy and eye for detail
• Able to maintain complete confidentiality and work with the utmost discretion and integrity
• An instinctively charming and polite manner, able to build rapport quickly
• An intelligent/articulate communicator