Executive Assistant Ilm London

2 weeks ago

London, United Kingdom Industrial Light & Magic Full time

**Position Summary**:
**12 month FTC Maternity Cover**

We are looking for an excellent Executive Assistant who can provide proficient, proactive and flexible support to the London Studio Executive team. This professional will encapsulate the innovative spirit that defines ILM.

The Executive Assistant is responsible for complex diary management, international travel co-ordination, arrangement of reviews, interviews, client meetings, reconciling expenses and high profile client liaison.

**What You’ll Do**:

- Organise and maintain diaries and making appointments for several Executives on a daily basis - managing their diary and responding to meeting requests on their behalf
- Act as the Executives’ first point of contact with people from both inside and outside the organisation
- Screen phone calls, enquiries and requests, and handling them when appropriate
- Prepare and/or draft correspondence and prioritising items that need attention
- Prepare reports by researching and analysing information
- Produce documents, briefing papers and presentations
- Coordinate document signatures, copying and dissemination
- Prepare extensive personal and company expenses
- Collaborate with Finance to ensure invoices and expenses are processed in a timely manner
- Book all travel and accommodation requirements, ensuring schedules are updated
- Proactively assist will all general administrative functions as needed/requested
- Undertake ad-hoc projects as required
- Meeting document preparation including agenda preparation and distribution
- Attend meetings and take minutes as required
- Book all meeting rooms and facilities as requested
- Coordinate and meet on-site visitors to the studio
- Order, buy, or pick up catering as needed
- Provide support with various mailings and gifts

**What We’re Looking For**:

- Experience of working within a fast-paced and creative industry delivering high levels of service required
- Proven extensive experience within an Executive Assistant role required
- Excellent verbal and written communication skills
- Must be extremely detail-oriented, organised and proactive
- High levels of accuracy and attention to detail when under pressure
- Outwardly demonstrates a positive, helpful and ‘can do’ attitude to work, always embracing tasks with an enthusiasm and drive to get things done
- Able to build a strong rapport with employees at all levels
- Must be trustworthy and have a flexible and professional disposition
- Demonstrates professionalism and ability to maintain the highest level of confidentiality
- Ability to manage and thrive within an ambiguous environment
- Highly innovative and creative in approach to accomplish work
- Experience of collaborating within a US organisation beneficial
- Experience of project management beneficial
- Must be proficient with the following software; MS Word, Excel, Power Point, Google Suite and Video conferencing

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