Executive Assistant to the Founder

1 week ago

London, Greater London, United Kingdom 59 Productions Full time

About 59 Productions

59 Productions is a globally-recognised studio that delivers ambitious portfolio of global design projects across industries and markets.

Job Summary

We are seeking an experienced Executive Assistant to support the Founder & CEO at 59 Productions. The successful candidate will play a key role in the business-critical coordination and administration of the CEO's time and capacity-planning, communication and travel.

Key Responsibilities

  • Act as a facilitator and enabler of communication between the CEO, the wider company, and clients
  • Work closely with the CEO to understand priorities for his time and capacity
  • Complex diary coordination, organising meetings - both conference/video calls and in-person - and being reactive to schedule and/or availability changes
  • Navigate capacity between the CEOs joint responsibilities as CEO and Project Director, in collaboration with the Head of Studio and studio planning
  • Screen and triage emails, calls, and coordinate enquiries and requests
  • Liaise with the design team to source and create relevant project documentation and presentations for the CEO's use
  • Welcome guests to meetings and arranging catering, refreshments and/or restaurant bookings as required on behalf of the CEO
  • Ensure the CEO is equipped to be well-prepared for meetings with design and portfolio materials made available to the highest quality
  • Minute meetings and note action points for the CEO as required, and disseminate those action points to other team members
  • Maintain oversight of the company's key business development relationships through the CRM and monitoring the progress and success of relationships with current stakeholders and future leads
  • Book flights/accommodation and produce travel itineraries for the CEO's business trips
  • Manage the CEO's business expenses
  • Manage the CEO's timesheets
  • Collate information and assist in the preparation of reports for 59 Productions Board Meetings
  • Support and champion a high-performing culture across 59 Productions
  • Undertake other work as reasonably required by the company
  • Contribute to 59 Productions' work around Sustainability, Belonging & Inclusion and Universal Design.

Requirements

Essential

  • Demonstrable high level experience (approximately 3+ years) as an Executive Assistant supporting at Founder, Director and/or C-Suite level
  • Excellent organisational and prioritisation skills with a proven capability to multitask, coordinate a demanding workload and remain agile to evolving and ever-changing circumstances
  • Experience supporting a business leader to deliver business-critical information across their interactions including but not limited to creating presentation decks
  • Experience minuting meetings and diligently drawing out action notes for the CEO to follow-up
  • Experience acting as the first point of contact for a business leader, deciphering communication priorities
  • Experience sustaining key relationships with a variety of stakeholders and business critical networks including hosting and catering as appropriate
  • Demonstrable experience managing complex travel & accommodation arrangements including producing travel itineraries
  • Ability to treat confidential information with absolute discretion
  • High levels of flexibility and adaptability
  • Strong interpersonal skills and attention to detail
  • Strong skills across Google-suite tools, Slack, CRMs and other organisational softwares
  • Strong written and verbal communication skills

Desirable

  • Experience working as an EA to multiple Directors and/or C-Suite
  • Experience using InDesign
  • Experience of a Design Studio or similar professional creative environment

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