Studio Administrator

4 months ago

Bristol, United Kingdom Charcoalblue Full time

**Welcome**:
Thank you for your interest in Charcoalblue.
- Why do you consider yourself to be a suitable person for the role and what you would like from the job?
- Which of your previous experience and training would you highlight as being particularly relevant? Please highlight any experience working in an administrative role, particularly if within an SME in the construction/architecture/performing arts industries.
- Describe your experience and competency using Microsoft Office, Adobe Suite and any other software packages you are familiar with.
- Please highlight the elements of the role requirement where you feel you have the least experience and may require the most support.

**Company Overview**:
Charcoalblue is widely regarded as the most exciting and innovative specialist theater, live performance, events, and AV consultancy in the world. **We imagine, design, and deliver captivating spaces that entertain, educate. and transform individuals through collective experiences. Guided by listening, collaboration, and a passion for innovation, excellence, emotion, and theatricality, we strive to create extraordinary moments.** Since our inception in the UK in 2004, Charcoalblue is now the largest organization of its kind, delivering projects to every corner of the globe. We operate as a cohesive and collaborative team with studios in London and Bristol in the UK, New York, Chicago, and San Francisco in the US, and Melbourne in Australia.

**Description of Role**:
We are seeking a highly organised and approachable Studio Administrator to join our Bristol studio. As a Studio Administrator, you will be responsible for supporting the administrative needs of all staff affiliated to your studio, and no more than 25 team members. You will undertake a wide range of administrative duties to support this team, and you will work day-to-day in close collaboration with the local leadership and management across all the Business Units in the region to do so (EMEA Theatre Consultancy, Acoustics and CBX). You will be responsible for the smooth day-to-day running of your studio.

Although this role is standalone in terms of being the sole point of contact providing administrative support in the Bristol studio, you will benefit from becoming part of our global Studios team and work closely with a number of team members in our global Business Support Team. You will collaborate on global administrative projects and initiatives and work together to enrich and protect the global company culture. The administrative remit in the studio may widen in the future in line with company growth this may mean some additional tasks will be added to the job description, or that we may bring in additional administrative support where required. To be successful in this role, you must have high attention to detail, an excellent communication style and an ability to multi-task and prioritise accordingly.

The Studio Administrator role is pivotal in ensuring our studio spaces are welcoming and available to employees and clients as collaborative, social spaces, with quiet working areas if required. We operate in a distributed working model, with many team members working from outside our studio spaces. However, all of our team members are affiliated with a geographical team and to a physical studio space.

You will report to the Studios Manager, and you will have the chance to meet regularly with your line manager to ensure you are fully supported in your role. We will provide role-specific inductions, ongoing training and professional development to help you succeed.

**Key Responsibilities**:

- Support all team members affiliated to your local studio, on their day-to-day requirements including local travel logistics, accommodation booking requirements in line with Company policy and facilities management.
- Serve as first point of contact for your studio including support for all team members local or visiting, outside visitors, general administrative inquiries, answering the phone and directing calls accordingly.
- Responsible for operational consistency and legal compliance across all Charcoalblue studios, including ensuring all leases, insurances, business continuity documentation, health and safety, fire safety, studio risk assessments and all related Policies/Procedures are up to date, to ensure the overall safe operations of our studios day-to-day.
- Regional travel agency administration to support global travel policy.
- Attend and minute key meetings, aid in report compilation/research and attend presentations and training as required.
- Responsible for coordinating with other Studios team members to ensure smooth operations and common approach on local, regional and global culture and initiatives.
- Support in the improvement of administrative-based processes and practices, liaising with other Business Support Team Managers, Associate Directors, and Directors to support business needs, in line our ISO:9001 standard Quality Managemen

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