Executive Assistant & Studio Coordinator at Squint Opera

London, England, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

11 Mar, 26

Salary

216000.0

Posted On

11 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organisation Skills, Communication Skills, Attention To Detail, IT Tools Proficiency, Diary Coordination, Meeting Preparation, Travel Booking, Expense Management, Office Management, Event Coordination, Marketing Support, Client Interaction, Problem Solving, Team Collaboration, Logistics Coordination, Time Management

Industry

Design Services

Description

We are looking for an Executive Assistant/Studio Coordinator to join our new Journey Abu Dhabi studio to support our MENA Managing Director. The successful candidate will play a key role in the business-critical coordination and administration of the executive’s time and capacity planning, communication, and travel as well as coordinate the day to day running of our small but growing office. This is an opportunity to join a fast-paced and growing team and a globally recognised studio. Excellent organisation skills, strong initiative, clear and efficient communication skills, and close attention to detail are key requirements for the role, as well as a good ability to use a range of IT tools and software. Due to the scale of our regional office, we require someone who is equally at home coordinating the studio logistics and administration of a small (2-8 person) office space, as well as supporting local client events and marketing efforts. We are looking for a candidate with demonstrable experience in a similar or equivalent role in a fast-paced and entrepreneurial environment, ideally working with multiple individuals and balancing the requirements and priorities effectively. Experience working in the creative industries is desirable. Key Responsibilities EA: Work closely with the executive to understand priorities for time and capacity. Complex diary coordination, organising meetings – both conference/video calls and in person – being reactive to schedule and/or availability changes. Screen and triage emails, calls and coordinate requests. Welcome guests to meetings and arranging catering, refreshments and/or restaurant bookings as required on behalf of Executive. Assisting the executive and their team with meeting preparation, including collating materials and information ahead of time or preparing presentation decks or reports on their behalf. Minute meetings and note action points as required, and disseminate those action points to other team members. Book flights/accommodation and produce travel itineraries for the MDs business trips. Manage business expenses in a timely manner. Studio Coordination & Support Managing the office space, liaising with the building (A co-working space currently). Call fielding and taking messages. Post & deliveries – incoming and outgoing for the small team (Currently 3). Assisting with travel booking if necessary on behalf of the team, troubleshooting issues. Ensuring studio supplies are maintained. Booking meeting rooms. Keeping Phone List and other shared reception/HR/security documents up to date. Taxis & Couriers. Working alongside the MD and marketing team to coordinate event or social activities on the ground with clients and team members. Undertaking tasks delegated by the MENA team from time to time. Support marketing initiatives by attending the weekly cadence with the central marketing team and coordinating regional marketing efforts on an ad hoc basis as needed. Salary Pay Range 182,900 د.إ—216,000 د.إ AED About Journey: Journey is a global design and innovation studio pioneering multidimensional experiences (MDX) that transform how people perceive, engage, and interact with the world. With studios in New York, London, Miami, and Dubai, we blend strategy, design, technology, and narrative to create sensory-rich journeys that ignite emotion and deepen connections between people, brands, and culture. Journey was formed in 2022 by visionary leaders who refuse to accept limits. United through the acquisitions of award-winning studios ICRAVE, Squint/Opera, 59, and VMI Studio, together, we form something new: a multidimensional design practice with unparalleled expertise across the physical, immersive, and digital realms. But we're so much more than a combination of acquisitions; we're a revolutionary framework of layered design capabilities akin to the layers of a technology stack for software companies. Like the best technology stacks, our framework continuously evolves to embrace new capabilities and creative possibilities with the future of the human experience at the forefront. This game-changing framework, the Journey Experience Stack, allows us to design for every touchpoint and create uncommonly cohesive brand universes, drawing on our collective expertise in interior design, lighting design, media design, interactive design, and content creation to deliver industry-first solutions for entertainment, healthcare, retail, hospitality, real estate, and cultural institutions. No other full-service studio practices multidimensional design or vertically integrates its experience capabilities with this level of sophistication. Whether we’re reimagining the hospital-patient relationship, creating the world’s most immersive entertainment venue, revolutionizing live theater, or crafting virtual twins that accelerate ideas’ passage from vision to reality, Journey’s work is pioneering the shift of how people perceive, engage, and interact with the world.

Responsibilities

The Executive Assistant/Studio Coordinator will manage the executive's schedule, coordinate meetings, and handle travel arrangements. Additionally, they will oversee the daily operations of the office and support marketing initiatives.