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Operations Assistant

2 weeks ago

Henley on Thames, United Kingdom 8RAY Full time

Are you passionate about music and events, highly organised with a keen eye for detail, and ready to be the engine behind a fast-paced creative company? 8RAY Group is looking for a driven Operations Assistant to join our dynamic team and support the smooth running of our live music entertainment & events business.

**About Us**
With a talented roster of world-class musicians, and diverse network of high-profile artists, 8RAY Group have provided music and entertainment for luxury events around the world. The quality of musicians, flawless customer service and expertise has earned 8RAY Group a client list featuring luxury brands, professional sporting teams & brands, UHNWIs, esteemed event planners and Fortune 500 companies. Based in Henley-on-Thames, we work across the UK and internationally.

**Role Overview**
As Operations Assistant, you'll play a vital role in supporting the day-to-day operations of the business. Working closely with our Operations Manager and wider team, you’ll be involved in logistics, scheduling, contracting, reporting, and general administration.

**Key Responsibilities**
- Program regular residencies, liaising weekly with artists to prep them with accurate briefs, set times, and expectations
- Input all booking details into Overture, our CRM system, to generate and send Artist and Client contracts
- Have a clear overview of open enquiries to support the sales team in progressing leads and hitting targets
- Use HubSpot to pull reports and provide insights to the wider team - reporting experience using HubSpot or similar CRM is essential
- Ensure any commissions from venues or clients are correctly allocated within bookings
- Follow up post-event with clients to gather content (videos, photos, testimonials) for artist and company use
- Manage and update SharePoint with new assets for acts, including images, videos, bios and artist information
- Understand TikTok trends and manage creation of TikToks, working with the wider team to generate relevant, engaging content
- Engage with followers and audiences across social media platforms, supporting our brand presence and community building
- Have a full understanding of the Operations Manager’s responsibilities to step in and ensure continuity when needed
- Support with onboarding new acts to the roster; including adding them to the website and relevant marketing assets.
- Assist the Logistics Department wherever possible, during busier times of the year; summer and Christmas time
- Carry out general office duties including stock ordering and maintenance of the office space

**What We’re Looking For**
- Excellent organisational skills and attention to detail
- Proactive and self-motivated, with a problem-solving mindset
- Strong written and verbal communication skills
- Comfortable working in a fast-paced, ever-changing environment
- The events industry is a reactive industry so you must be comfortable jumping from one task to another to ensure things are done on time, without dropping any attention to detail
- Tech-savvy - comfortable using HubSpot, Overture, SharePoint, TikTok (training will be provided but you will need to be a quick learner and able to pick up new systems with ease)
- A creative mindset and interest in content creation and digital engagement
- A passion for music, live events, or the creative industries is a big plus
- A collaborative and flexible approach - you’re someone who sees what needs to be done and jumps in
- Confident with numbers and an understanding of business financial processes
- Previous experience in an operations, PA or admin role desirable but not essential

**What We Offer**
- A creative and collaborative team environment
- Opportunities to be part of exciting events and artist projects
- Room to grow within a forward-thinking, people-focused company
- Flexible working options and a supportive culture

**Job Types**: Part-time, Permanent

Pay: £18,000.00 per year

Expected hours: 24 per week

**Benefits**:

- Bereavement leave
- Casual dress
- Company events
- Company pension
- Employee discount
- Work from home

Schedule:

- 8 hour shift
- Day shift
- Holidays

Application question(s):

- Would other people describe you as proactive and someone who shows initiative?

**Experience**:

- Administrative: 2 years (preferred)

Work Location: Hybrid remote in Henley on Thames RG9 2AG

Expected start date: 13/05/2025