PA and Operations Manager

4 weeks ago

UK, UK, United Kingdom BeFound Full time

PA & Operations Manager (Maternity Cover)

4-month Fixed-Term Contract with the potential to become permanent

London-based, hybrid working

Salary up to £50K + benefits


The Agency

Our client is a global event production, brand experience and creative studio specialising in fashion, beauty, fine jewellery, luxury and entertainment. With a global presence spanning the vibrant landscapes of London and the electrifying pulse of New York, they have elevated the art of crafting captivating environments and unforgettable experiences to a breathtaking crescendo.


Our client isn't just an agency; it's the epicentre of innovation, where dreams metamorphose into extraordinary realities, and where the mundane is transformed into the magical.


Key portfolio clients include Charlotte Tilbury, La Mer, Graff Diamonds, Bottega Veneta, Fenty Beauty, Bumble, Lulu Guinness, Marriott Luxury Hotel Group, and Kate Spade NY.


Who are we looking for?

  • An experienced Studio / Operations Manager with + 7 years of experience, ideally within busy agency operations or within a busy creative studio, to join the management team
  • You are super organised, a logistical and practical thinker with a love for administrative systems, finance and operations
  • Concerned with detail with immaculate written communication skills and highly literate
  • You have an interest and understanding of culture, design and creativity – events would also be a bonus
  • You have a flexible and entrepreneurial spirit with excitement to be a part of a growing, ambitious boutique company
  • An ability to quickly grasp systems and ways of working and be able to hold a clear overview of the bigger picture
  • You have strong financial acumen, precision with budgets and numbers
  • You enjoy motivating and mentoring others and are a collaborative worker
  • Demonstrate strong leadership skills through warmth, collaboration, patience and listening, fostering a positive team climate that inspires others to excel and deliver.


Roles & Responsibilities

Overview

  • This role is the lynchpin of the company; taking responsibility for the smooth day-to-day operations of the business and providing counsel and support to team members and the Founder
  • Manage and maintain day-to-day operations, running of the studio, facilities, contracts, finance and compliance of the business-related admin
  • PA assistance with the Founder's diary management and travel across multiple time zones
  • You will implement and advise on company decisions and create positive change whilst keeping operations running like clockwork
  • Be the catalyst for efficient ways of working and creating and maintaining systems and processes plus ensuring current company policies are adhered to.
  • Maintain an upbeat culture where staff can achieve their personal goals and collectively create outstanding work


Finance

  • Retain an overview of project budgets, liaising with producers and the finance team, ensuring project cash flow is in line with company finances, client invoices are sent on time and updating financial forecasts as required
  • Work with the Finance Manager and company accountants regarding purchase orders, payroll, overtime and staff expenses


Contracts & Legal

  • Manage the company’s legal and statutory requirements and submissions
  • Monitor and update contract templates for clients, freelancers and suppliers, ensuring they are relevant, fit for purpose and legally compliant
  • Prepare SoW for clients, tracking agreed dates and deadlines are adhered to by Clients & Producers
  • Prepare contracts and NDAs where required, ensuring documents are tracked, filed and adhered to
  • Work with project leads to ensure that adequate best practice policies are in place and adhered to
  • Ensure that there is adequate H&S and insurance cover for all areas of the company’s activities


Recruitment & HR

  • Run the HR division of the company across the core functions; recruitment and selection, employee relations, performance and reward management and learning and development
  • Conduct on-boarding of all new staff (FT & FL) and manage the full employment life-cycle
  • Workflow management - ensuring all projects and pitches are covered for key staff roles
  • Provide clear advice and direction for staff on all employment-related matters
  • Coordinate appraisals and performance management with Founder & Event Directors
  • Manage a database of exceptional talent, freelancers, collaborators and contractors
  • Work to streamline and automate processes and administration tasks
  • Collect, file and analyse HR data


Environment & Culture

  • Lead with a people-first approach, encouraging a company culture that meets and exceeds our company values and ensuring a kind, fun and empathetic work environment
  • Coordination of staff social events/birthdays
  • Able to empathise and are tactful and discrete


Essential Experience

  • At least 7+ years’ experience working in creative management in agency environments with luxury, high-profile clients
  • Have experience in operations management and related administration
  • Able to make sound decisions, working with caution to communicate delicate issues with tact
  • Experience in detailed financial management
  • Understanding of contract, employment and H&S requirements
  • Highly organised with exceptional administrative skills
  • Calm, tolerant and empathetic in nature
  • Exceptional problem-solving skills and ability to make quick, informed, operational decisions
  • High level of self-motivation, discretion, diligence and attention to detail
  • Strong business acumen and creative intelligence


Interested? Please apply today


By sharing your personal information and recruitment information, you agree to BeFound retaining and processing your personal details for the purposes of providing you with recruitment services. We will use the personal information to consider your application for the relevant role and only share with third parties for recruitment purposes where appropriate.


We will not request any information that is not required for our business needs. Your privacy is important to us and your information will be processed and secured in accordance with legislative requirements.


As a recruitment agency, BeFound embraces diversity and inclusion and have a business responsibility to represent everyone in our network in a fair manner. We actively endeavour to widen our candidate pool and ensure that all decisions about the recruitment and selection of candidates are impartial and based on merit and abilities to perform the relevant duties as required for the positions we recruit for.

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