Executive Team Assistant

We are recruiting for an Executive Team Assistant on behalf of our client Passion Pictures to join the team and support their senior management.

The Executive Team Assistant will be based in the UK Head Office in central London responsible for providing day-to-day comprehensive organisational and administrative support to the Founder and other members of executive management at their direction liaising with colleagues in all departments of the company on their behalf.

Key Responsibilities:

• Manage the Founders personal and professional diary including scheduling meetings calls and personal appointments.

• Set reminders and track upcoming commitments to ensure the Founder stays on schedule.

• Coordinate access to and requests for the Founders office.

• Attend meetings to take notes prepare minutes and distribute them to participants.

• Prepare materials for meetings and events including consolidating documents and assisting with presentation creation.

• Handle correspondence including answering calls emails and letters on behalf of the Founder.

• Liaise with external parties such as clients partners and collaborators.

• Manage all travel logistics (visas flights hotels itineraries) for the Founder and senior team including festival travel support.

• Provide officebased support including arranging refreshments and completing lunch runs as needed.

• Support administrative and financial processes including expense tracking invoice sourcing and working with accounts on executive expense cards.

• Provide personal executive assistance ensuring personal preferences are met and handling errands such as dogwalking and home maintenance support (including visits to London and Sussex).

• Maintain personal storage logs and organise the Founders personal items.

• Assist with event planning and execution including team showcases internal events client entertainment and industry festival coordination.

• Support office operations fulfilling duties related to fire marshal / first aider responsibilities key holding and preparing staff handover documents during absences.

Requirements:

• Minimum of 2 years experience in a similar role

• Excellent communication and interpersonal skills

• Ability to multitask prioritise effectively and excellent attention to detail

• An understanding of Mac & PC operating systems is desirable

• Experience working on Microsoft 365 platforms (Core Apps: Outlook Excel Word PowerPoint Planner) in addition to creative tool platforms (Canva and Photoshop)

• Driving License (Desirable)

• Likes dogs / small pets (Desirable)

Annual salary of up to 30000 - 35000 depending on experience