ExecutivePersonal Assistant to SVP & VP FTC

Overview

Please note that this role is based in Manchester United Kingdom. To enable us to meet the statutory and regulatory obligations of the United Kingdom immigration system you must have the appropriate immigration permission needed to work and reside in the United Kingdom for the duration of the employment.

We’re looking for a highly organised and proactive Executive / Personal Assistant to support the SVP & Head of Production and wider senior executive team in our Manchester office on an initial 12-month fixed-term basis.

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.

• 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.

• 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 as an Executive / Personal Assistant.
• 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.

• 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…