Personal Assistant/Office Manager

We’re looking for a highly organised and proactive Personal Assistant / Office Manager to support the SVP & Head of Production and wider senior executive team in our Manchester office.

This fast-paced role spans multiple territories and time zones, requiring exceptional coordination, discretion and attention to detail. You’ll be at the heart of production operations, managing complex schedules, international travel and day-to-day logistics, while ensuring the smooth running of the office.

What you'll do:

• Efficiently manage, arrange, and coordinate an exceptionally complex and changing diary commitments of the SVP & Head of Production, across the UK, US, and Canadian time zones.
• Set up conference and video conferencing calls (across several time zones), as well as internal and external meetings.
• Arrange extensive international travel, plan, coordinate and execute for business purposes.
• Prepare detailed itineraries, meetings, events, client engagements, project oversight and travel documentations.
• Handle last-minute changes and travel disruptions with minimal impact.
• Anticipate scheduling conflicts and proactively resolve issues.
• Handling sensitive and confidential information with the highest level of discretion and confidentiality.
• Prepare meeting materials, agendas and briefing documents.
• Attend meetings to take notes and manage follow-up actions.
• Providing solutions to logistical challenges within the team, liaising with Facilities, Logistics and IT.
• Meeting and greeting visitors at all levels of seniority.
• Screening telephone calls, enquiries and requests, and handling them when appropriate.
• Dealing with incoming email and post Requirements.
• Assist crew sourcing and crew/artist contracting.
• Create Purchase Orders and perform basic financial duties related to production.
• Organise and track production materials, call sheets, scripts and outlines.
• Assist production in the early stages, setting up, IT requirements, and onboarding crew.
• Logging and processing expenses.
• Setting up vendors, raising and tracking purchase order numbers.
• Manage and update databases related to crew, vendors, locations etc.
• Research various topics relevant to productions.
• General office duties to oversee and maintain office supplies; inc stationery, small equipment, deliveries etc.
• Managing the facilities: dealing with maintenance and building management, decorating, finding and negotiating with contractors and suppliers, managing contracts and monthly bills
• Onboarding new employees, ensuring a smooth IT setup.
• Working closely with the Sony office Intern, managing their daily workload and delegating tasks.

What you have:

• The ability to work professionally, discreetly and confidentially.
• An understanding of or experience working in the production space would be an advantage.
• Advanced knowledge of Outlook, Word, Excel and PowerPoint.
• Excellent administration and organisational skills.
• Self-starter who takes initiative without constant direction.
• Ability to think 10 steps ahead. Anticipate conflicts and proactively resolve issues calmly and professionally.
• Ability to work flexibly, including early mornings, evenings, and occasional weekends when required
• Proven ability to manage complex international schedules across multiple time zones
• Driven to develop expertise and grow a long-term career in the field of Personal Assistance and Office Management.
• Clear and professional written and verbal communication with executives, staff, and external contacts.
• A passion for ensuring smooth experiences for clients, guests, and staff at all times.

How we take care of you:

• Competitive salary, with annual bonus eligibility.
• A choice of comprehensive health plan options that fit your lifestyle, including private medical insurance.
• Rest and recharge during a week off during the winter holidays, in addition to the 25 days of paid annual leave.
• Participate in extensive learning & development opportunities at all levels, including curated instructor-led classes and high-impact online resources.
• Build your community by joining our Employee Business Resource Groups, and/or Sony Pictures Action – our racial equity and inclusion strategy.
• Access to an employee online store filled with a variety of discounted Sony products.
• Watch the newest movies and TV shows at our exclusive employee screenings at work.
• Entitlement to apply for an interest-free season ticket loan.
• Automatic enrolment in the Company’s Pension Plan
• Free counselling and advisory service.
• You will be automatically enrolled in the Company’s Life Insurance and Group Income Protection Plans, subject to any applicable service requirements.
• The opportunity to attend various social events in our state-of-the-art offices in Paddington.