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PA, Office

3 months ago

London UK, UK, United Kingdom Love Productions Full time

Love Productions is a ground-breaking independent television production company with bases in London, Bristol and Los Angeles. We have been entertaining audiences worldwide for over 15 years with innovative and agenda setting unscripted formats. From huge global hits like The Great British Bake Off and The Baby Borrowers to multi award-winning documentaries like Benefits Street and Muslims Like Us.


This is a threefold, office-based role where the overall purpose is:

• To oversee and ensure the smooth running of the Love Productions, London Office.

• To manage the physical demands of the location by being onsite.

• To manage; suppliers for the company, overall management of health and safety and to oversee the facilities.

• To provide professional PA support to Senior Directors within the business.

• To manage the reception area with a warm and professional demeanour.



The overall tasks and responsibilities are not exclusive to:

• Maintenance of the office

• Reception

• Onboarding New Starters

• Desk plan

• Greeting visitors

• IT management

• Health and Safety

• Security

• Instructing the Cleaners

• Maintaining bathrooms

• Supplier contract

• Managing Stationery

• Post -Production

• Managing office Furniture

• Day to day management of Runners

• Entertaining/Gifts,

• Storage on & off site



Reception & Office Manager Responsibilities

• Ensuring the smooth operational management of the building

• Managing relationships and communication with all office suppliers and facilities management companies

• Liaising with building management and landlords

• Ensuring that we adhere to all health and safety requirements and legislation.

• Working with Finance to keep within the annual budget

• Managing building AV and conferencing systems

• Managing the overall security strategy for the business

• Welcoming visitors and answering, screening and forwarding incoming phone calls

• Ensuring all staff entry fobs are updated

• Inducting new starters

• Working closely with our team of Office Runners to ensure the smooth running of the office.

• Managing the smooth running of the reception desk, ensuring we always have cover

• Liaise with IT to ensure new starters are set up with computers, login details, laptops etc.

• Ensuring the office is open and ready for the working day ahead

• Project managing building works

• Overseeing application processes with the local council

• Communicating changes and improvement works to those attending the office.

• Liaising with neighbours regarding any issues in the area




Ad hoc duties such as:

• Post, Compile mass mail outs

• Passing on general emails from the public to the appropriate department

• Arranging viewings, events and entertainment




PA Responsibilities:

• Managing the diary of two senior directors and helping to manage their time effectively.

• Managing and prioritising the MD’s emails, to ensure they are effectively replied to.

• Managing department administration and maintaining up to date records and reporting.

• Handling communications and arranging meetings across different time zones.

• Maintaining relationships with 3rd parties, producers, broadcasters, and organisations.

• Managing complex travel arrangements – booking flights; hotel reservations; VISA’s, holiday planning, comprehensive itineraries.

• Creating professional power-point presentations.

• Managing general correspondence including letters, bills, cards and invitations.

• Organising dinners, restaurants bookings, theatre tickets, personal appointments.

• Sourcing and purchasing gifts and arranging couriers and deliveries both in the UK & international.

• Assisting with the organisation of company events.

• Providing hands-on help with productions, as and when required.



Competencies/Behaviours

• An experienced Office Manager with a minimum of 2 years working in a busy environment

• A strong understanding of building maintenance and facilities

• Personal Assistance to more than one executive with various needs

• Managing junior staff and delegating tasks

• An ability to multi-task, prioritise a high-volume workload and work in a fast-paced sometimes pressurised environment

• A discreet and professional style with an ability to deal with high profile clients.

• Evidence of building trusted working relationships – managing confidential and sensitive information.

• Team working skills and a collaborative approach.

• Taking ownership of projects and overseeing workflows from start to delivery

• Excellent communication skills both written and verbal.

• A positive can-do approach – a natural problem solver.

• Tact and calm in challenging situations.

• A self-starter

• A great sense of humour




Skills & Abilities:

Essential

• Prior Office Management Experience

• Proficiency in Microsoft Office – PowerPoint, Excel

• Proficiency with major social media platforms

• Health & Safety knowledge




Desirable

• Previous experience in a TV production company

• Knowledge of permits, applications, and property legal obligations


We embrace diversity as a source of innovation and creativity and strive to create a working environment where people can be their best – personally and professionally. We are committed to providing equal opportunities for all our employees and we welcome applications from all individuals.