Administrative Assistant

THE ROLE

Are you a master of multitasking with a knack for keeping things running smoothly behind the scenes? We’re looking for a dynamic Administrative Assistant to join our team and be the go-to person to join our London office!

In this fast-paced and varied role, you’ll manage calendars across time zones, coordinate travel and meetings, and keep everything organized—from expense reports to trade fair logistics. You’ll be the friendly face that greets guests, the problem-solver who keeps tech and supplies in check, and the behind-the-scenes hero who helps make events and office life run like clockwork.

If you love variety, thrive on staying one step ahead, and enjoy being at the heart of a buzzing team, this could be the perfect fit!

This is a hybrid role, the role will be expected to be in the office 3 days a week.

KEY RESPONSIBILITIES

Administrative

· Be the first point of reference for all guests, coworkers, couriers, service providers, vendors and incoming calls as needed

· Liaise with building manager on any matters regarding the office space

· Order kitchen, office supplies, and lunches from vendors

· Organizing files, records, documents and incoming and outgoing mail

· Be the first point of contact with IT and assist as needed to ensure equipment is working properly

· Ensure, fire, health and safety requirements are maintained

· Coordinate office social events throughout the year

· Coordinate and manage travel logistics for the London office

· Data entry for various departments as needed

· Other duties as required by Management

Executive Assistant

· Scheduling and calendar management across multiple time zones for various senior leaders

· Complete expense reports for the UK office

· Prioritize internal and external meeting requests, schedule meetings, trouble shoot conflicts, make judgements and recommendations to ensure a smooth-running day

· Work closely with senior leaders to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate needs in advance of meetings, conferences, etc. Work ahead on schedule management to ensure conflicts don’t arise

· Manage diary management for Trade Fairs including MIPCOM working with multiple executives on logistically complicated schedules. Necessary to understand the importance of certain clients and tricky scheduling requirements

· Arrange and handle logistics for in-person and virtual meetings and conference calls; distributing material in advance of meetings; taking notes in meetings, as required

Events (Seasonal)

· Keen interest in supporting the business with events and being a key representative at events, both internal and external events

· Works with the Sales team to boost engagement at external events and increase attendance of participants to visit the company’s booth at trade shows

· Primary point of contact for welcoming guests during internal and external events

· Prepare and assist with Brands Team mail outs for competition winners and influencers

· Supporting licensee events, updating marketing materials

· Package and ship sales materials, catalogues, business cards, and supplies for markets and conferences

· May travel to events in Europe, as required

Legal

· Help collect required documents from licensees (e.g. insurance certificates, manufacturers agreements, trademark licenses) for various departments

· Co-ordinate execution, circulation and filing of all Rights contracts

· Arrange for documents to be notarized and legalized as necessary

· General administrative duties as required by the legal team

QUALIFICATIONS

· 2+ years of administrative assistant experience with an eye for detail

· Self starter, highly organized, with strong interpersonal skills

· Professional demeanor and confident to liaise with various internal and external stakeholders at all levels

· Ability to cope with high workload and ability to prioritize

· Heavy experience in booking meetings, managing time zones, and maintaining heavy complex calendars

· Ability to conduct thorough research using multiple sources, ensuring accuracy and interpret information from various sources

· Have a genuinely strong interest in TV programming and schedules both in the UK and international. Previous experience working in a TV environment is beneficial

· Approach challenges with curiosity and a proactive attitude

· Ability to perform multiple tasks in an environment with dynamic priorities

· Discretion, maintaining complete confidentiality

· Proven problem-solving skills

· Strong sense of urgency to situations that require quick response or turnaround

· Highly proficient with MS Office suite of applications and general comfort with learning new software applications

Ability to switch priorities at a moment’s notice