Administrative Coordinator

JOB DETAILS Job Title: Coordinator, Talent Casting & Recruitment Department Reports To: Senior Director Talent Casting and Recruitment Working Hours: Normal office hours are 09:30 to 17:30, Monday – Thursday, 09:30 to 17:00 Friday Place of Work: UK HQ, Mill Court, Milton Keynes, Buckinghamshire MK12 5EU Other: Full Time ABOUT RWS GLOBAL As the world’s largest producer of groundbreaking live entertainment, RWS Global creates meaningful connections and customized experiences spanning from theatrical productions to events, multimedia and more. In 2024, the entertainment leaders expanded capabilities into live sporting events with the introduction of RWS Global Sports. Headquartered in New York, London, Cincinnati and Sydney with dedicated RWS Studios in NYC and the UK to serve its vast talent pipeline and client base, RWS Global serves major brands and corporations, theatres, cruise lines, sports properties, live venues, parks, resorts and more. Offering end-to-end services from ideation to operations, RWS Global’s team of world‑class designers, creators, producers and visionary talent provide unrivaled scale, producing over one million live moments every day and employing over 8,000 individuals worldwide. The RWS Global roster of clients includes Apple, Azamara, The Coca‑Cola Company, Commonwealth Games, Crayola, Europa‑Park Resort, Ferrari World Abu Dhabi, The FRIENDS™ Experience by Original X Productions, Hard Rock Resorts, Hershey Entertainment & Resorts, Holland America Line, Iberostar Hotels & Resorts, International Cricket Council, Invictus Games, Lionsgate, Marella Cruises, MSC Cruises, Roompot, Rugby World Cup, Six Flags, Space Center Houston, TUI Group, Vera Wang, Warner Bros., Disney’s The Lion King on Broadway, Chicago the Musical, Christmas Spectacular Starring the Radio City Rockettes and more. JOB SUMMARY The Coordinator, Talent Casting & Recruitment will provide essential administrative support to the Talent Casting & Recruitment team for both our Guest Act and Resident talent divisions on a global scale. This role requires a highly organized and detail‑oriented individual who can manage various administrative tasks and coordinate effectively with internal and external stakeholders. Due to the nature of our business, you may be required to work outside of normal office hours/days. KEY TASKS Role & Responsibilities Manage and maintain talent databases and systems, ensuring accurate and up‑to‑date information. Prepare reports and presentations related to casting and recruitment activities as required. Handle administrative tasks such as requesting travel, expense tracking, preparing immigration movements, and talent scheduling. Assist in the preparation and execution of talent contracts and agreements, ensuring all documentation is complete and accurate. Liaise with the Finance team regarding timely payments and queries. Talent Management Serve as the primary point of contact for talent candidates throughout the casting & recruitment process. Provide timely communication and feedback to candidates regarding their status. Maintain detailed and organized records of candidate interactions and progress in the TCR system. Complete weekly act check offs. Collaboration & Coordination Work closely with the Guest Act and Resident talent divisions to understand their specific talent needs and requirements. Conduct research and attend showcases as required to expand our Guest Act portfolio. Attend in‑person auditions for Resident talent assisting Casting Directors with management of these auditions. Assist in coordinating auditions, casting calls, and following up with prospective talent. Schedule and organize callbacks and follow‑up auditions as needed. Event Coordination Assist in the planning and execution of auditions, showcases, and industry events. Coordinate logistics for industry events and showcases, including venue booking, travel arrangements, and accommodation for team members as needed. Ensure smooth operation and successful execution of events by handling on‑site coordination and troubleshooting. Continuous Improvement Stay current with industry trends and best practices in casting and recruitment. Work with Director, Guest Acts to develop skills as a Booker to provide sufficient coverage direct with client. Provide recommendations for process improvements and innovative strategies to enhance administrative efficiency. Participate in team meetings and contribute ideas for improving the casting and recruitment process. Qualifications & Skills Minimum of 2 years of experience in an administrative support role within the entertainment industry. Excellent interpersonal and communication skills. Have a good understanding of travel requirements and visa procedures. Highly organized with strong attention to detail. Ability to work under pressure and meet tight deadlines. Proficiency in Microsoft Office Suite and experience with talent/casting software. Passion for the entertainment industry and supporting talent acquisition processes. Company Benefits Competitive Salary Company Pension 25 days paid holiday excluding Bank Holidays Paid parental leave & childcare support policy Computer (Mac/Windows) Company Phone Program Flexible working (office/remote) Employee Assistance and Wellbeing Program Childcare Support Policy Employer Sponsored Vision Program Please Note: While this is intended to be an accurate description of the job, this is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the position, and may require that other or different tasks be performed as necessary and assigned. DIVERSITY AND INCLUSION STATEMENT DIVERSE IS WHO WE ARE Way more than a box to check, diversity is core to RWS Global culture. We value it, promote it, protect it and hire it. All differences are welcome here. We know for a fact that each employee’s individual background, life experiences, knowledge, self‑expression, and capabilities are a contribution to our culture, as well as our reputation and achievements. So, bring all of who you are, no questions asked. #J-18808-Ljbffr