Executive Assistant

About the Role

We are searching for a proactive and meticulously organized Executive Assistant to provide comprehensive support to the Technical Production Director within a dynamic live events and production setting. This pivotal role ensures seamless management of the Director's schedule, communications, and priorities, while also delivering broader administrative and coordination assistance across various technical production initiatives.

Key Responsibilities

• Deliver high-level daily assistance to the Technical Production Director by managing workload priorities and ensuring readiness for all engagements.
• Handle intricate diary management including coordination of meetings, site visits, rehearsals, and project reviews across multiple schedules.
• Arrange travel, lodging, and logistical requirements for the Director and technical leadership teams as necessary.
• Serve as the primary gatekeeper and initial point of contact on behalf of the Director, managing calls, emails, and meeting requests with professionalism.
• Prepare meeting agendas, accurately record notes, monitor action points, and follow up until tasks are completed.
• Assist with project administrative duties such as document control, deadline monitoring, supplier information management, and maintaining updated versions of critical files.
• Compile and format technical documents and presentations, including schedules, progress updates, and pitch or tender materials.
• Coordinate with internal teams such as production, creative, finance, and operations to facilitate smooth communication flows.
• Update and maintain essential project trackers including timelines, supplier databases, resource schedules, and health and safety documentation.
• Support procurement and supplier interactions, encompassing purchase order processing, quote tracking, and confirmation follow-ups.
• Manage confidential information with discretion, encompassing sensitive client details, budgets, personnel matters, and commercial contracts.
• Offer on-site administrative assistance during live events, aiding with schedule coordination, crew communications, and troubleshooting in real time.
• Identify and implement improvements to processes and reporting methods to enhance overall efficiency in the Director's workflow.

Additional Information

This role requires a highly trustworthy individual capable of handling sensitive and confidential data. The Executive Assistant will be integral in bridging communication between the Director, internal teams, clients, and suppliers, ensuring smooth progression of technical projects from conception through to delivery.