Team Executive Assistant, Img Arena

3 weeks ago

London, United Kingdom IMG Arena Full time

Job Description

Contract Summary

Contract Type / Length

12 Month Full Time Contract (FTC)

Team Executive Assistant

Main Purpose of Job

To provide full administrative support to the President, Chief Commercial Officer, and VP of Business Development and to facilitate the smooth running of the business.

Reports To

President of IMG Arena

Contract Type / Length

12 Month Full Time Contract (FTC)

Location

This role will be based at Chiswick Park, with some flexibility on remote working as appropriate

Key Responsibilities and Accountabilities
- General Administrative Support
- Working alongside the Team Assistant to provide full support to the Senior Leadership Team (SLT). You will be responsible for providing key administrative assistance to the President of IMG Arena, CCO and VP of Business Development.
- Extensive diary management across multiple time zones.
- Collating and circulating meeting agendas and attending management meetings to record minutes.
- Regular travel arrangements including VISAs and any neccessary documentation.
- Processing expenses and acting as point of contact in Arena for any expense related queries.
- Meeting arrangements with relevant IT / AV support and catering.
- Organising events such as team socials and offsite meetings for the SLT.
- Implementing administrative systems and processes to support the smooth running of the business.
- Arranging signature of documents and booking in Notaries when required.
- Facilitating the onboarding process of new hires by requesting the relevant approvals for tech equipment and liaising with IT to ensure it’s organised on time for their first day.
- Be a key point of contact for any general enquires from both internal and external stakeholders and suppliers.
- Liaising with Office Admin and IT on any office related matters and issues.
- Ad hoc tasks as they arise.
- May also be required to carry out any other duties which are within the scope and purpose of the job.

Unusual Challenges or Circumstances e.g. shift(s)/ unsocial hours/ travel etc:

- May be required to attend (and travel to) locations, including other IMG buildings and meetings
- Unsocial hours, dictated as and when by the demands of the business schedule
- Adapting to use of new systems and technology where appropriate

Key Results Areas
- Effective support for Senior Leadership Team
- Effective diary management
- Effective administrative systems and processes maintained across the business
- Effective and timely creation of presentation and other key documents
- Championing compliance with relevant business processes and initiatives
- Great working relationships across the business, evidenced partly in 360 degree feedback

Person Specification

Knowledge and Experience

Mandatory
- Must have undertaken similar roles in fast paced, high growth business before
- Driving administrative processes
- Must have handled confidential information before while exercising discretion
- Must have developed the knowledge and experience of managing and processing invoices, and other common corporate processes
- Needs strong working IT skills

Skills and Abilities

Mandatory
- Ability to multi-task, mange time effectively and prioritise
- Excellent oral and written communication skills - There will be regular contact with key internal and external stakeholders and partners.
- Calm and professional manner when working under pressure
- Outstanding organisation skills
- Excellent written communication skills
- Excellent command of Microsoft Office Suite (including Outlook, Excel, Word & PowerPoint).

Aptitudes

Mandatory
- Positive, professional, proactive, diligent and flexible approach to work
- Team spirited: loves being part of collective success and willing to go out of their way to help others
- An eye for details - aptitude for precision and accuracy
- Tact and diplomacy
- Friendly but professional manner
- Forensic attention to detail
- Takes ownership and consistently delivers against what is agreed
- Is compassionate and caring towards others, respecting the views and ideas of others
- Works in a straight-forward, collaborative and inclusive way and is non-political

At IMG ARENA the job is yours. We want you to be yourself.

We are focused on building an inclusive and empowering environment that’s welcoming for everyone, where you are trusted and empowered to do what you’re good at. It’s your arena and your opportunity to shape it and your career.

You’ll have the opportunity to pick up the latest technology, develop your own ideas and run with them. There’s loads of room for improvement and innovation. You get to prove and own the process from start to finish.
- Diversity Statement for Endeavor- Endeavor unites and brings people together in our love of sport, culture, and entertainment. We understand this can only be accomplished when we harness the entirety of our company and lead with a lens of diversity, equity, and inclusion in everything we do. It means that

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