Executive assistant arts entertainment

Who We Are: IMG is a global leader in sports, fashion, events and media. The company manages some of the world’s greatest athletes and fashion icons; owns and operates hundreds of live events annually; and is a leading independent producer and distributor of sports and entertainment media. IMG also specializes in licensing, sports training and league development. IMG is a subsidiary of Endeavor, a global sports and entertainment company. Endeavor is a global sports and entertainment company, home to the world’s most dynamic and engaging storytellers, brands, live events and experiences. The company is comprised of industry leaders including entertainment agency WME; sports, fashion, events and media company IMG; and premier mixed martial arts organization UFC. The Endeavor network specializes in talent representation, sports operations advisory, event experiences management, media production distribution, experiential marketing and brand licensing. Key Responsibilities Include: Provide administration support to executives which will include travel bookings, visa application, expense processing, and generally helping them to work more efficiently Coordinate meetings and diaries for both the Senior Vice President and Vice Presidents, Arts Entertainment. Organise meeting rooms and specific arrangements for internal and external meetings, including agendas and minute taking Respond to and process calls and meetings for the Executive team Assist with collating and maintaining various departmental information documents Help with Department admin and with interns (being a main point of contact for them) Printing, processing and filing of departmental information relating to the team Assist with travel arrangements for clients or the wider team Assist Office Assistant with external guest collection An extra pair of hands within a busy department Other duties that are within the scope of the role may be required Unusual Challenges or Circumstances e.g. shift(s)/ unsocial hours/ travel etc. Regular weekend work where you may be required to travel to events in line with the Arts Entertainment portfolio, including Hampton Court Palace Festival, The Big Feastival, The Natural History Museum and Winter Wonderland. Outside of event travel, there will be a requirement to travel for meetings as part of the role Key Results Areas: Delivering an efficient and coordinated approach in a busy office environment Efficiently and calmly managing diaries and rescheduling meetings Competently liaising with external parties to schedule meetings efficiently including leaving sufficient travel time around meetings or booking internal meeting rooms as appropriate For external meetings ensuring meeting rooms are set up before meetings, greeting external guests in a timely manner, and ensuring refreshments are provided Efficient management of business travel. Including suggesting the most efficient routes, and creating itineraries effectively. Accurately managing and reconciling expenses Timely and appropriate follow up on tasks set Proactive updating of team records including email groups and staff lists You Will Have the Following Strengths: Experience working in an office, ideally PA/secretarial work is preferred but not essential Some knowledge of Arts and Entertainment events Previous experience in diary management is preferred Previous experience in using expense and travel management systems is desirable Previous experience of, booking, international travel and scheduling meetings in multiple time zones is beneficial Working knowledge of MS Office software, including Word, Excel, Outlook and PowerPoint. Ability to build long lasting working relationships with internal and external stakeholders. Ability to self-direct and motivate and work with minimal supervision A strong team player who is flexible and dependent on business demand Excellent time management skills, ability to work calmly under pressure whilst meeting deadlines Strong organisational skills with the ability to multitask and prioritise Confident individual who can deal with multiple senior stakeholders #LI-EV1 Endeavor unites and brings people together in our love of sport, culture, and entertainment. We understand this can only be accomplished when we lead with a lens of diversity, equity, and inclusion in everything we do. As a global company that drives culture, we strive to reflect the world’s diverse voices. Endeavor is an equal opportunities employer and encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, or religion or belief.