Executive Assistant Role (Full Time)

Posted by on Apr 11, 2022 in News

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Deadpan Pictures is recruiting an Executive Assistant

  • Apply with cv and cover letter(labelled accordingly) Email title: Executive Assistant.

outlining suitability to deadpanjobs@gmail.com by 29th April 2022.

Job Description:

Working within a highly dynamic and creative business environment, this role involves secretarial and administration functions for the Company Directors, Production Executive and Development Executive. The role reports in to the Company Co-Founders and includes all the below responsibilities:
• Provide personalized and timely support to 2 executives daily.

• Managing diary and time, setting up meetings, visits, scheduling work in accordance with various commitments. First point of contact whilst managers are away on business.

• Managing email. Replying, taking action, filing and forwarding where appropriate.

• Organising all aspects of business travel/ trips for the company directors and senior personel, including flights, transfers, accreditations (where required) and diary/travel plans.

• To create and circulate agendas and minute meetings as required and to pro-actively follow through action points from such meetings.

• To fill in and submit expense forms and invoices to deadlines and track reimbursements, supporting the bookkeeper with any queries arising.

• Collation and provision of materials and assets for meetings as required, including screening links and presentations or decks. Creation of Power Point presentations as/when required.

• Daily general office management, welcoming guests and talent on site.

• Assist in follow up with clients including provision of marketing assets or information.

• Administrative support to the development and production teams for applications.

• Administrative support for bank account opening and management.

• Assist with research as/when required.

• Electronic and paper filing and document tracking including Company Secretarial filing to Companies Registration Office. Keeping track of ARDs, etc.

• Regular and timely updating of various internal trackers and spreadsheets.

• General organization to ensure the smooth running of the permanent and remote offices of all Deadpan personnel (e.g. stationery orders, office equipment, recycling).

• Updating internal company records such as Project Book, Slate Documents, Power Point presentations, etc.

• Being the point of contact for the team for all internal/external queries in the absence of any team member.

• Managing and tracking expense budgets.

• Setting up conference calls, Zooms & Google hangouts and managing incoming email requests, using initiative to identify alternative contacts where required.

• Setting up meeting rooms, organising food and beverages and assisting with the preparation of agendas and the collation of relevant papers for meetings when necessary.

• Tracking membership and subscriptions to various organisations and publications.

• Updating websites(WordPress) and IMDB Pro listings.

• Managing Social media for the company’s platforms.

• General filing and organizing paperwork in an efficient manner.
• Assist with other projects as and when required.

 

Skills Required:

Minimum of 2-4 years’ experience in a similar position and environment is essential.
Exceptional organizational skills with an ability to work to, and implement own processes.
Extensive MS Office skills in Outlook, Word, PowerPoint and Excel and a high level of word processing accuracy. Dropbox, Teamwork and Final Draft knowledge an advantage.
Experience of working with a minimum of 2 senior level managers.

Attention to detail and ability to prioritise and multitask.
Excellent telephone manner and strong communication skills.
High level of ability in letter composition and numerical ability.
Ability to act on own initiative and strong problem-solving ability.
Enthusiasm and positivity and an eagerness to learn and develop.
Experience of working with international clients desirable.
Ability to deal with a busy, pressurised environment, where priorities can change quickly.
Understanding of the need for absolute confidentiality.

Employment Type:

  • Full time office based. Office Location – Fairview.
  • Salary commensurate with experience and industry standard.

Deadpan Pictures is an equal opportunity employer.  We welcome applicants from all under-represented groups.

Applications will be treated in the strictest of confidence.

Application Process:

  • Apply with cv and cover letter(labelled accordingly) Email title: Executive Assistant.

outlining suitability to deadpanjobs@gmail.com by 29th April 2022.

  • Suitable candidates will then be called for interview.

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