Executive Assistant

  • Category: Administration
  • Job reference: CCREXE
  • Location: London
  • Closing date: 09 October 2017
  • Contract term: Full time
 

More information

With some previous experience in an administration, PA or EA role, you’ll be proactive and enthusiastic, with an organised mind and a warm, approachable personality. You will be the first port of call for all incoming calls and emails for the Executive Producer, interacting with a huge variety of high profile and interesting people from the industry as well as colleagues within ATG. The primary focus is administrative duties and diary management. The Executive Producer has one of the busiest jobs in the company and we are looking for someone to make his working life run smoothly and efficiently, which in turn makes the whole production department run efficiently too! In return we offer a friendly, interesting working environment, a varied benefits package and the opportunity to develop with us as we grow our business in the UK and overseas.

 

Main Purpose:

To assist your line manager in all administrative activities and to undertake research, analysis and projects as required.

 

Key responsibilities:

  • To provide full secretarial and administrative services i.e. word processing, organising diaries, travel itineraries, and to deal with and act upon written correspondence and telephone messages, confidential filing etc. for your line manager.
  • To ensure any visitors are welcomed appropriately
  • To prepare the Executive Producer for meetings by undertaking necessary research on individuals.
  • To minute a variety of regular meetings and send minutes round in a timely manner
  • To draft emails as required on behalf of the Executive Producer
  • To ensure meeting preparation is carried out and any rooms are  booked and set up in advance with all necessary equipment and refreshments
  • To carry our research and projects and report on findings as required
  • To prepare presentations and information packs in conjunction with members of the team
  • To deal with all correspondence and manage his email in-box ensuring that all emails receive a response.
  • To maintain the relevant files including itineraries for all travel arrangements, relevant post, daily figures, to do lists and appointments for the day.
  • Ensure the office environment is kept in such a way as to provide ambient working conditions
  • To provide administrative support to the team as and when required.
  • Carry out any other reasonable task delegated to you by your line manager, his direct reports or fellow Directors.

Office hours are 10am - 7pm with some work outside of these hours required to fulfil the role.

 

Person Specification

Our ideal candidate will have the following skills, attributes and experience. Please refer to these qualities in your application.

Professional Experience (one or more of the following)

  • Experience in a PA role working for someone in a senior role
  • Experience in a role requiring analytical research and presentation
  • Experience in an business administration role

Experience in the theatre or entertainment industry is not essential but an enjoyment of theatre and an appreciation for our company goals are preferable.

 

Skills and Attributes

  • Demonstrable organisational and time management skills, both for yourself and on behalf of your line manager
  • Demonstrable ability to manage a diary
  • Creative and positive approach to problem solving
  • An ability to work on own initiative and prioritise tasks efficiently
  • An approachable demeanour, the ability to work constructively in a team and a positive attitude to supporting and developing others
  • Excellent communication skills, with the ability to deal effectively with people at all levels inside and outside the business and to be relied upon as a representative of the company
  • Flexible, adaptable, robust and resilient, willing to go above and beyond to achieve the best results
  • Excellent customer service and the ability to deliver to a high standard of competence
  • The ability to work well under pressure and a proven ability to manage and meet conflicting deadlines

The deadline to apply is Monday 9th October 2017.  

 

Application forms and vacancy information

Please save the documents listed below to your computer. You can do this by clicking the links and following the instructions given by your operating system; usually, this will involve selecting the option to save the file to your desktop.

We would really appreciate you taking the time to complete our Equal Opportunities Survey - there is a link at the end of the application form. The survey is anonymous and does not form part of your application process. It allows us to monitor effectively and ensure we are reaching an appropriately diverse audience.

 

How To Apply

Please send your completed application form, so it reaches Ambassador Theatre Group by 09 October 2017, quoting the job reference - CCREXE, to:

  • Email: categordon@theambassadors.com, quoting the job reference (CCREXE) in the subject line
  • By post: Cate Gordon, HR Business Partner - Recruitment, 4th Floor, 39 - 41 Charing Cross Road, London, WC2H 0AR
 

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