Job Description
Reports to: Directors
Location: Hertford, Hertfordshire
Job Type: Full-time, Monday - Friday (with out of hours work)
Department: Entertainment/Social
PA to Directors plays a critical role in supporting senior management by handling administrative tasks, managing schedules, and ensuring smooth day-to-day operations.
This role provides high-level administrative and organizational support to the company's Directors, ensuring their day-to-day functions are executed efficiently. The PA is expected to manage schedules, coordinate meetings, communicate on behalf of the Directors, and assist with a variety of tasks, from managing travel arrangements to handling confidential information.
Key Responsibilities:
* Calendar and Schedule Management:
* Manage and prioritize the Directors' and Talent calendars, ensuring meetings, appointments, and deadlines are met.
* Coordinate internal and external meetings, conference calls, and Zoom/Teams meetings.
* Proactively prepare for meetings, including gathering necessary materials, briefing notes, and background information.
* Travel and Accommodation Arrangements:
* Organize domestic and international travel, including flight bookings, hotel reservations, transport logistics, and itineraries for both Directors and Talent.
* Ensure Directors and Talent have all necessary travel documents and arrange for any special requirements (e.g., visas, boarding passes, etc.).
* Communication and Correspondence:
* Act as a liaison between the Directors and other staff members, clients, brands.
* Handle confidential communication and maintain discretion when dealing with sensitive information.
* Meeting Coordination:
* Schedule and organize meetings, including arranging venues, catering, and technical setups for presentations and calls.
* Take and distribute meeting minutes and follow up on outstanding tasks.
* Event Planning and Coordination:
* Assist in organizing company events (Christmas Parties, Quarterly Company Events), off-site meetings, including logistics, invitations, and on-site support.
* Expense Management:
* Prepare and process expenses and receipts for Directors and Talent
* Liaising with company accounts department to raise and chase invoices
* General Administrative Support:
* Perform general office duties such as filing, office supply management, and assisting with the day-to-day running of the office.
* Coordinate with other staff to ensure efficient office operations.
Key Requirements:
* Experience & Skills:
* 2+ years experience as a Personal Assistant or Executive Assistant to senior management or Directors.
* Strong organizational and multitasking abilities.
* Excellent written and verbal communication skills.
* High level of discretion, confidentiality, and professionalism.
* Proficiency in Gmail, Google Docs and all other Google applications
* Ability to manage time effectively, prioritize tasks, and meet deadlines in a fast-paced environment.
* Knowledge of the industry and social media platforms
* Personal Attributes:
* Strong attention to detail and accuracy.
* Proactive and self-motivated with a positive, can-do attitude.
* Ability to work under pressure and handle competing demands.
* Flexible and adaptable to changing priorities.