The Role:  

We are seeking a highly skilled and experienced Team Assistant to support our Family Film team in London. In this pivotal role, you will manage a dynamic calendar, prepare for high-level meetings through in-depth research and documentation, and coordinate both domestic and international travel arrangements. You will also play a key role in organizing team events and offsites, supporting cross-functional projects, and fostering strong relationships across diverse teams.

The ideal candidate is self-motivated, proactive, and adaptable, with a proven ability to handle multiple priorities in a fast-paced environment. Exceptional organizational skills, unwavering attention to detail, and a high level of discretion are essential. You should be comfortable collaborating with international stakeholders, talent and demonstrate strong proficiency with digital tools and the Google Workspace suite.

Key responsibilities include, but are not limited to:

• Maintaining a high-volume, complex calendar, including scheduling meetings, internally and externally, with multiple parties across multiple time zones. 

• Proactively prepare for all scheduled meetings by preparing research, compiling relevant industry and topic-specific information, and gathering all necessary documentation to ensure the executive is fully briefed and prepared.

• Managing a heavy volume of communication internally and externally, displaying a high level of professionalism. 

• Reading, researching, and routing correspondence; drafting emails and documents; collecting and analyzing information.

• Providing support and coordination for projects and initiatives such as the creation of presentations and organizational charts, and updating trackers with key business data and information to support projects. 

• Coordinating domestic and international travel arrangements, including passport renewals and processing visas, and processing expense reports in a timely manner.

• Attending and taking notes in meetings, and circulating pertinent information to the broader team.

• Working collaboratively with administrators and coordinators within the larger Content team and across various functions (Production, Post Production, Marketing, Finance, and other internal partners).

• Planning team and cross-functional offsites through coordination with hotels and vendors for lodging, catering, flights, A/V, and transport.

• Coordinating and executing talent gifting and events.  

Skills and experience:

Exceptional Organizational Abilities: Proven track record in managing complex and dynamic calendars, prioritizing tasks, and coordinating multiple projects simultaneously with meticulous attention to detail.

Advanced Communication Skills: Outstanding written and verbal communication skills with the ability to draft clear, concise correspondence and interact professionally with stakeholders at all levels.

Research and Analytical Skills: Demonstrated ability to efficiently gather, analyse, and synthesise relevant industry and subject-specific information, ensuring executives are thoroughly briefed and equipped for meetings and decision-making.

Proactive Problem-Solving: Ability to anticipate needs, exercise sound judgment, and make informed decisions, often thinking creatively to resolve challenges.

Discretion and Integrity: Demonstrated ability to handle confidential and sensitive information with the utmost professionalism and discretion.

Cross-Functional Collaboration: Experience partnering effectively with diverse teams across functions such as Production, Marketing, Finance, and external partners, fostering strong and trusting working relationships.

Tech-Savvy: High proficiency with Google Workspace (G Suite) and aptitude for quickly mastering new digital tools and platforms to streamline workflows.

Event and Project Coordination: Skilled in organising and executing team events, offsites, and special projects, including logistics, vendor management, and budget tracking.

Adaptability: Comfortable working in a rapidly changing environment, demonstrating flexibility and resilience in managing shifting priorities.

Initiative and Independence: Self-motivated with a proactive approach to work, capable of operating autonomously while aligning with broader team objectives.