Responsibilities:General Administrative ResponsibilitiesManage Director inboxes, handling inbound enquiries, ongoing project communications and day-to-day business correspondence
Book internal and external meetings with staff and clients
Arrange national and international travel for all members of the team
Manage file organisation, ensuring internal documents are properly stored and client project files are gathered and filed according to naming conventions
Take notes on all Director calls
Produce Monday and Friday weekly briefings for the Directors, summarising internal and external developments and flagging key tasks for the week ahead
Provide occasional personal support to Directors to assist with international work and lifestyle commitments
Financial Administrative ResponsibilitiesCreate and deliver formal client quotes alongside Directors
Lead on invoice management, ensuring all client invoices are sent promptly and staff expenses for travel are accurately accounted for
Keep on top of company-wide general expenses and upload to accounting software on an ongoing basis to support internal accounting processes
Project Management ResponsibilitiesSupport Directors with daily client communication, booking calls, tracking deadlines and directing enquiries to the appropriate team member
Maintain a clear and up-to-date record of all project information for staff, using project management software to centralise briefings, call notes, contacts, reference materials and task allocation
Coordinate internal and external resourcing, building and managing project timelines to ensure work is properly staffed and delivered to a high standard
Lead on task management across the team and with freelancers, ensuring deliverables are progressing on schedule and escalated to Directors where needed
Experience required:Experience in a creative, events or production environment would be a real advantage
Experience with Xero (accounting software) and Teamwork (project management tool), would be highly beneficial
You'll be a natural organiser with excellent written communication skills and a calm, reliable presence
You'll be comfortable managing multiple priorities at once, working closely with senior stakeholders and taking initiative without being asked
Must have the ability for evening work to accommodate for USA hours – this is an essential element of the role and will be on a weekly basis. Please note you will have the autonomy to design your work schedule according to business requirements.
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