JUNIOR PA/2nd ASSISTANT HIGH PROFILE PRINCIPAL IN THE THEATRE WORLD

Exceptional PA/Administrator required to provide effective support for the EA to a High Profile principal in the Theatre world, ensuring the smooth running of the office with a focus on detailed logistical planning and administration for overseas travel and meetings. 

Although the requirements of this job can usually be performed within normal office hours (9.30am - 6.30pm), it should be noted that the PA will need flexibility over hours of work. The PA may be required to work extended hours and occasional weekends. She/he should be prepared to travel and to be on call outside office hours, including evenings and weekends, as required.

Responsibilities include, but not limited to:

• Assisting the EA and running the key administration activities of the office.
• Arranging complex domestic, and international travel itineraries for the principal, his wife and their family as required, including VIP services, hotel bookings, transfers, foreign currency, visas etc. Confidently action new requests and short notice changes in plans. Excellent base knowledge of major airlines VIP services, limousine services and booking private jets.
• Co-ordinating with household staff and drivers to ensure a smooth running of principals schedule.
• Working with the EA to ensure that the daily schedule is always up to date, checking that all details are correct and that an accurate daily history is saved and filed; distributing the schedule daily to principals residences.
• Handling all incoming correspondence and general email enquiries in the first instance and responding personally where appropriate.
• Liaising with company staff and external organisations.
• Extensive telephone liaison at all levels. 
• Managing principals and his wife’s invitations and making restaurant and theatre bookings. 
• Maintaining accurate and up-to-date filing systems and ensuring that archiving is carried out regularly. 
• Processing invoices and completing expenses for principal, EA and household staff as required. 
• Providing secretarial support for the principal's wife as required. 
• Carrying out any other duties that may be reasonably required by the EA, principal, his family and household or company management team.

Candidates must be / have:

Essential knowledge, skills and abilities 

• Well rounded education to degree level 
• Solid administrative experience in a demanding environment 
• Extensive experience in arranging complex travel 
• Knowledge of VIP services and private jet bookings 
• Strong organisation skills 
• Fully proficient in Mac, iPhone, Microsoft Office and G-Suite (including Google Docs) 
• Internet 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 

Desirable knowledge, skills and abilities 

• Concierge/travel experience, working with celebrities/VIPs or high net worth individuals 
• Experience and interest in the performing arts or music/entertainment industry 
• Well-developed writing skills 
• Good general knowledge 

Personal qualities 

• Highly organised 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 
• Strong logistical and problem solving skills 
• 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

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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.

It is SORTED’s policy, as a matter of courtesy, to respond to all applications within five working days. However, because of the volume of applications, we are sometimes unable to respond to individual candidates. If we have not contacted you within three working days your application has been unsuccessful and your details have not been retained. Please apply for any other position that you may see in the future.