Executive Assistant

Title: Executive Assistant

Location: London England GB

Workplace: Hybrid remote

Job Description:

You’ll sit at the centre of a busy studio working alongside the CEO in London and Chief Creative Officer (CCO) in Paris while supporting the wider Exec Leadership team operations.  You’ll act as a link between the CEO and Business Development team in supporting client interactions and partner with the front of house team to oversee client visits and studio events.

Requirements

• Manage a complex and ever changing calendar, assessing the strategic weight of every meeting and proactively shielding the focus of the CEO and CCO. 
• Act as the critical extension of the CEO, ensuring she is briefed and prepared for every interaction. Joining relevant meetings to keep abreast of current topics and capturing follow up actions when needed.  
• Build trusted relationships with a global network of stakeholders consisting of clients, board directors and key industry contacts. Your communication and diplomacy will be warm but flawless.
• Inbox management, expertly prioritising emails and responding where appropriate, delegating actions and communicating bigger items to the CEO. 
• Coordinate meetings across the Exec Leadership team including supporting with meeting agendas and follow up actions. 
• Organise external meetings, executing international travel arrangements for the CEO and CCO providing intuitive itineraries and offering flexibility to provide on the ground support when needed.
• Manage staff communications on behalf of the CEO working with the Head of Marketing or Chief People Officer where relevant. 
• Provide support for external appearances preparing presentation materials and notes. 
• Partner with the front of house team to ensure client visits feel personal and professional and any in studio events are executed successfully. 
• Act as the go to person for the front of house team offering day to day support and cover to help the running of the London studio, working with the Chief People Officer to help maintain a positive working environment and culture. 

Skills and Attributes

• Fantastic interpersonal skills with the strength in character to be warm but firm maintaining good relations with people of all levels both internally and externally. 
• Dedication to the highest degree of discretion and respect for confidentiality. 
• Ability to collaborate positively with cross functional global teams. 
• High attention to detail and ability to anticipate needs before they arise. 
• Strong analytical and problem solving skills with the ability to maintain a high level of accuracy when working at pace. 
• Intuitive ability to plan external events, travel and client entertainment globally in particular in LA, Paris and London. 
• Flexibility to provide support, occasionally out of hours to ensure meetings and events run to plan. 
• Advanced proficiency in Microsoft applications including Excel, Word, PowerPoint, Miro, Google chat, Gmail and Google drive filing systems.
• Clear and confident communicator both written and verbally using the right tone, with proven ability to accurately draft and proofread correspondence and presentations.
• Adaptable to change with the ability to stay focused and maintain a positive attitude. 
• Proactive and driven to make things better. 
• Positive energy, focusing on results and having a positive impact on those around you.
• Self-awareness and an ability to ‘read the room’ diffusing problems and treating colleagues and clients with kindness and respect. 

 

Experience Needed 

• Significant experience as an Executive Assistant at C-suite leadership level in a fast moving environment.
• VFX or similar creative industry experience is a strong benefit.
• Proven record of working in a global environment, organising international travel and supporting someone in a client facing role is essential.

Benefits

• 25 days holiday, plus bank holidays
• 5 days carers leave per year
• 2 paid volunteering days per calendar year
• Company pension and life insurance
• Medicash healthcare cash plan
• A calendar full of wrap parties and other social events

Hours and location

We work a 40 hour week Monday to Friday. Flexibility will be required to support out of hours on occasion. We operate a hybrid working model and would require in studio presence 3 to 4 days per week.